Office Manager - Oregon State University

Position Details Position Information Department Hermiston Exp Sta (AHE) Position Title Office Manager Job Title Office Manager Appointment Type Professional Faculty Job Location Hermiston Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary The Hermiston Agricultural Research and Extension Center ( HAREC ) is seeking an Office Manager. This is a full-time (1.00 FTE ), 12-month, professional faculty position. The Hermiston Agricultural Research and Extension Center ( HAREC ) is charged with providing research and extension related to high-value irrigated agriculture and natural resources, primarily in the Columbia Basin. The purpose of this position is to assist HAREC by providing leadership, supervision, and direction for staff; outreach to public, and to manage department operations, budgetary and financial matters, grants and contracts, human resource transactions, and other services integral to HAREC . This position is crucial to the day-to-day operations of the facility to fulfill its role in the University. The position is supervised by the Director of the Hermiston Agricultural & Extension Center. The Director has leadership and strategic responsibilities for the department, as well as typical teaching, research, and extension service roles. Because of these demands, the Office Manager is the primary delegate in the sequence of daily transactions. The Office Manager must be knowledgeable in all facets of departmental activities, including human resources, facilities, and fiscal affairs. The incumbent is expected to organize and prioritize a demanding and complex workload, monitor progress of the Center, and adapt to changing needs. The incumbent must manage departmental business operations by making independent decisions and taking appropriate actions. The incumbent will report the decisions and results to the Director. The incumbent works with personnel at all levels within the University to determine policies and procedures for administrative and fiscal affairs and then consistently and efficiently carries out these policies. The incumbent also handles highly sensitive issues relating to personnel matters (e.g., strike planning, grievances, and other confidential information). The Office Manager has primary responsibility for taking care of day to day activities at HAREC including, budget development/monitoring, processing grants and contracts, account maintenance, and other fiscal transactions for the HAREC . Management of payroll timekeeping, adjustments, appointments, and other confidential human resources activities such as disciplinary actions, work compensation, performance evaluations, are also key responsibilities of the incumbent. Other responsibilities include management of rental properties at HAREC , assistance in hiring graduate students and post-doctoral scholars, outreach as need to HAREC stakeholders, and assistance with field days and other HAREC outreach activities. The incumbent will work collaboratively with Extension county support staff. Oregon State University and CAS are committed to creating and maintaining compassionate and inclusive learning and working environments for all learners, visitors, and employees. All employees are responsible for achieving this commitment. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the CAS CARE Commitment document (https://agsci.oregonstate.edu/sites/agscid7/files/main/for-faculty/care.pdf) . Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. FACTS : -Top 1.4% university in the world -More research funding than all public universities in Oregon combined -1 of 3 land, sea, space and sun grant universities in the U.S. -2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties -7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone -100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates -35k+ students including more than 2.3k international students and 10k students of color -217k+ alumni worldwide -For more interesting facts about OSU visit:https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total Rewards Package: Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including: -Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. -Free confidential mental health and emotional support services, and counseling resources. -Retirement savings paid by the university. -A generous paid leave package, including holidays, vacation and sick leave. -Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. -Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. -Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life. Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU . Key Responsibilities 50% Management of Center Budgets, Accounts, Grant Support and Funds With oversight from the Director, the Office Manager has responsibility for fiscal management of department funds including activities such as: + Develop and implement annual operating budgets including College funds, Ag Research Foundation ( ARF ) grants, federal grants, and other external funding sources. + Fee book management of internal/external OSU fees. + Assist Principal Investigators in the financial management of their grant accounts. + Process College salary increases, and track salaries, OPE , and other payroll and operating expenses to ensure compliance with budgeted amounts. + Access Banner FIS , Benny Buy, and CORE databases to reconcile accounts, and make adjustments or corrections as needed. + Manage accounts payable and receivable, and departmental deposits. + Use account records and supporting documentation to compile financial statements, budget recaps, statements of receipts, statements of distribution, and special reports. + Forecast needs and order equipment, supplies, and other office purchases needed to maintain departmental operations. + Assist with travel documents, travel reimbursement requests, and other routine accounting transactions. + Manage quarterly PAR forms for faculty and staff to verify and certify professional effort on sponsored programs + Confer with OSU Research Office and grant funding agencies to clarify rules and regulations; explain requirements to unit staff as necessary. Ensure compliance and execution of grants/contracts. 20% Assist Director with Administration of the Department The Director delegates broad responsibilities to the incumbent, who serves as principal assistant to the Director for administrative functions at HAREC . The incumbent will: + Manage the administrative, secretarial, and clerical services of the department. + Provide empathetic and exemplary customer service to a variety of diverse faculty, staff, students, and stakeholders to support operations. + Organize day-to-day operations of HAREC and participates in activities that affect the administrative support services of the department. + Co-arrange or co-coordinate departmental meetings, socials, gatherings, and research events at HAREC . + Perform duties as Station Safety Officer, including new-hire safety orientation. + Coordinate all property and building maintenance projects with Procurement and Contract Services and the Contracts Office. + Supervise external custodial services for facilities and rental properties. + Manage three rental properties that serve as OSU residences, including appraisals, processing rental payments, preparing rental agreements, and complying with College policies and procedures relating to the use and rental of these units. + Participate in College of Agricultural Science's Administration Manager meetings. + Co-arrange or co-coordinate HAREC advisory board meetings. 15% Development and Outreach + Manage HAREC outreach and engagement efforts across social and digital media. + Manage and develop content for the HAREC website and digital outreach platforms. + Assist programs/staff with organizing, planning and carrying out in-person events at HAREC . + Serve as the liaison for the HAREC Director with internal and external constituents and stakeholders. + Collaborate with College of Agricultural Sciences Marketing to integrate College and OSU branding into HAREC collateral. + Conduct event planning, including providing food and/or beverage service, handling conference registration and fees, and preparing necessary decorations, publications and materials. 10% Serve as Human Resources Liaison for the Department With oversight from the Director, the Office Manager has responsibility to conduct, coordinate, supervise, oversee, or otherwise accomplish the following tasks: + Oversee highly sensitive issues relating to personnel matters, which include strike planning, grievances, and other confidential functions. + Assist with hiring, recruitment, appointment and renewal of emeritus/academic/fixed-term faculty, and graduate faculty. + Assist with hiring students and post-doctoral scholars. + Assist OSU employees with employment, benefits, payroll, policy, and termination questions. + Provide summer academic wage appointments information to Office of University Human Resources for processing + Maintain personnel records for all station employees. + Serve as department liaison to support successful human resources activities and transactions. + Assist the Director and others with confidential human resources activities, including disciplinary actions, performance reviews, workers' compensation, and payroll increases. + Analyze staffing requirements, propose changes, and participate in the search/hiring process for new employees. + Participate in HR/Payroll forum meetings. 5% Service + Participate in station tours with faculty and staff and answers questions for the public about HAREC . + Serve on HAREC search committees. + Support HAREC faculty and staff on other duties as needed. What You Will Need Bachelor's degree in Business Administration or a related field and two years' professional experience providing administrative and/or financial support to a program or office; OR an equivalent combination of education, training, and professional administrative and/or financial support experience. Demonstrated ability to provide excellent customer service to a diverse and broad group of internal and external customers with varying backgrounds, needs, and identities Proficiency with computers and standard office programs including Excel, Word, electronic databases, email, and web applications. Demonstrated ability to multi-task and work independently with subordinates, colleagues, students, faculty, administrators, and the public. Ability to organize, delegate, administer, communicate, and follow through on assigned tasks. Ability to maintain confidentiality over transactions involving personnel and other sensitive matters. Experience in independent problem solving. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have Previous experience working with human resource transactions. Prior administrative support or similar experience in higher education settings. Prior experience working within a state agency or higher education Experience supporting organizational outreach, event planning, and website management. Experience with Benny Buy, Concur, and CORE or equivalent finance programs preferred. Working Conditions / Work Schedule Typical Workday is M-F 8-5; Occasional evening and early morning work may be required to support events Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $50,000-$75,000 Link to Position Description https://jobs.oregonstate.edu/position\_descriptions/20260 Posting Detail Information Posting Number P08813UF Number of Vacancies 1 Anticipated Appointment Begin Date 03/01/2025 Anticipated Appointment End Date Posting Date 01/27/2025 Full Consideration Date Closing Date 02/10/2025 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants When applying you will be required to attach the following electronic documents: 1) A resume/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position. You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process. For additional information please contact: Vidyasagar (Sagar) Sathuvalli vidyasagar@oregonstate.edu 541-567-6337 ext. 109 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has "critical or security-sensitive" responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/candidates) section for more details. If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team atemployee.relations@oregonstate.edu. Supplemental Questions Read More at: https://jobs.oregonstate.edu/postings/164181 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.