Administrative Program Assistant

Administrative Program Assistant

Oregon State University

Department: Physical ActivityCourses (HHS)

Appointment Type: Classified Staff

Job Location: Corvallis

Recommended Full-Time Salary Range:

Job Summary:

This recruitment will be used to fill one full-time Administrative Program Assistant position for the Physical Activity Program within the College of Health at Oregon State University (OSU).

This position provides administrative support for the Office of Physical Activity & Health Programs within the School of Exercise, Sport, and Health Sciences in the College of Health. The office holds the PAC, HHS and FSF Programs.

The school has a large and successful undergraduate program, which includes two accredited degree options. In addition, the School delivers the courses that fulfill the fitness requirement in the Baccalaureate Core (HHS) & the elective Physical Activity Course Program (PAC).

The Physical Activity Courses Program (PAC) provides up to 175-225 activity class sections for up to 4,000- 5,000 students each term with approximately 10 full-time faculty personnel, 30-40 part time instructors and student teaching assistants. The PAC Program also offers a number of leadership trainings and certificates for both undergraduate and graduate students.

The Faculty Staff Fitness Program (FSF) provides an activity/wellness program for University personnel, retirees, affiliates, alumni and graduate student employees. The program encompasses 500-800 individuals per term in up to 35-40 classes with 15-20 instructors.

The Lifetime Fitness for Health Program (HHS) is a 2-credit lecture-based course that partially fulfills students' Baccalaureate Core requirement for fitness. The program educates students regarding positive health behavior and well-being strategies within physical education, nutrition, and stress management.

The purpose of this position is to serve as administrative support for the office with a focus on program support for the PAC, FSF, and HHS programs, which are housed in Langton Hall. This position is the key point person for all administrative duties, marketing and advertisements, office processes, registration inquiries, new-hire office on boarding, Langton Hall facility issues, and provides support for faculty within Langton Hall. The person in this position will report to the Director of Physical Activity Programs.

The employee has daily contact in person, by telephone, email, and in writing with faculty, staff, students, and the general public regarding programs. This position assists the FSF coordinator, Director of the Lifetime Fitness for Health Program, and Physical Activity Programs Director with personnel and program insight.

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

• 7 cultural resource centers 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 a 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.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

Program Coordination – 30%

• Manage the office email and office phone with professional and timely response.

• Coordinate appropriate office hours to serve students, participants, and Instructors with Program Directors and FSF Coordinator

• Collaborate on and facilitate PAC, FSF and HHS involvement in the larger CPHHS and OSU community through event attendance, distribution of information, and advocating for PAC, FSF and HHS representation.

• Manage, monitor, and routinely update PAC, FSF and HHS websites as requested by Program Directors and in collaboration with FSF Coordinator

• Create and collaborate on and distribute digital and print marketing materials and program social media accounts. Manage building bulletin boards and advertising TV in Langton Hall.

• Collaborate on PAC and FSF social media marketing, content creation, direct message customer service and advertising.

• Assist with tabling, marketing, and promotional events such as the Beaver Fair, Benefits Fair, START Fair and coordinate staffing for such events.

• Provide support for PAC, FSF and HHS events such as annual fundraisers, socials, PAC Samplers & workshops, FSF Awards Picnic and Try-athalon, including set up, scheduling, marketing, catering, registration, RSVP, payment, etc.

• Management of Office of Physical Activity Programs Microsoft Teams tasks, boards, access, and group chats with Director of Physical Activity Programs.

• Management of Ideal Logic, shared drives, and databases as requested by Program Directors and in collaboration with FSF Coordinator

• Collect, organize, and interpret database program termly reports for PAC, FSF and HHS (e.g., enrollment reports, budget reports) as requested to articulate the impact of programming on campus. Analyze reports for trends and figures on an annual basis including registration income, enrollment, attrition, fee income, etc.

• Provide general Banner and Core support to PAC, FSF and HHS as requested

• Schedule rooms for events, training, meetings for PAC, FSF and HHS as requested

• Assist in the oversight of student office workers including scheduling, ensuring customer services standards, providing mentorship, training, and professional development

• Assist with enrollment and override management for HHS

• Manage and order office supplies for the Office of Physical Activity & Health Programs, assist with evaluating program equipment needs and research of options available for purchase.

• Distribute Program wide communications to staff, participants and students as requested

• Assist Program Directors including room reservations for meetings, meeting invitations, and coordinating scheduling.

• Assist with scheduling of committee meetings, interview and hiring committee meetings, Instructor meetings, etc.

Scheduling & Registration Management, Student & Participant Customer Service – 50%

• Provide in-person, email and phone call customer service to students and participants with professional and timely response

• Maintain, update, and resolve online sales and Ideal Logic software for PAC and FSF including setup, sales, and refunds

• Provide Ideal Logic support to students and participants

• Assist students with override, add/drop class petitions process, class audit process and change of grading process for PAC and HHS Programs. Assist students with HHS special exam petition process, facilitate paperwork and signatures.

PAC

• Create and distribute shared block schedules to activity area schedulers

• Coordinate and request scheduling needs with MU Lanes, DRS, COH and other campus partners.

• Coordinate and request Lifeguard safety personnel needs with DRS

• Manage CLSS and Course Catalog for accuracy including course additions and cancellations, changes in enrollment, listed Instructors, fees, etc.

• Manage Non-Credit registration in Ideal Logic, including making bundles, listing courses, enrollment capacity management and contacting Instructors with participant information

• Complete termly textbook requisitions

• Manage student override requests within pre-defined department parameters, resolve student registration concerns and communicate with Director and Instructors regarding enrollment management

• Provide credits, refunds and fulfill orders.

• Serve as liaison for leadership certificate programs, answering questions and communicating with Coordinators of leadership programs.

FSF

• Manage room reservations for classes in 25Live and track scheduling changes for FSF Coordinator

• Manage term and annual schedule of classes in Ideal Logic, including course additionals, cancellation, changes, listed instructors, registration fees, etc.

• Manage registration through Ideal Logic including enrollment, refunds, trail access, flex pass, etc., and create and distribute Flex passes.

• Collect and maintain FSF records and payments for all registrations

• Coordinate and request Lifeguard safety personnel needs with DRS

• Collaborate with the FSF Coordinator on changes to the termly schedule, update schedule flyer in Adobe InDesign, and distribute in digital and print formats.

• Manage enrollment and access to FSF Online via Ideal Logic platform

• Provide credits, refunds and fulfill orders.

• Manage attendance binders and enter attendance into Ideal Logic

• Coordinate scheduling of orientations for OSU Foundation personal training

Instructor Management – 10%

• Assist with management and maintenance of PAC canvas sites (PAC Instructor Resources, PAC Instructor Onboarding) including updating of content, Instructor access, program announcements, and assignment grading.

• Coordinate scheduling and registration of 1st Aid & CPR/AED Trainings and Fall Instructor Orientation schedule.

• Ensure adherence to 1st Aid &CPR/AED certification requirement by gathering proof of certification and maintaining certification records for all Instructors.

• Assist with monitoring of hiring pools.

• Serve as hiring committee member when requested.

• Assist with onboarding of Instructors and GTAs including key requests, lanyards, accessing university resources, submitting key requests, room orientations, accessing trainings, DUO, ONID, MyOregonState, EmpCenter, mailboxes, printing, offices, and computer access.

• Assist with management of Instructor shared drive files including certifications, annual reviews, hiring paperwork, appointment letters and position descriptions.

• Assist with collection of information and items for departing employees (keys, resignation letter, equipment, etc.)

Office & Building Management – 5%

• Submit, document, and communicate facilities and maintenance issues and requests for Langton Hall and Women’s Building PAC and FSF activity spaces

• Assist in maintenance of building and office operations manuals, safety requirements

• Serve as primary contact for campus security issues and emergency services, coordinate with public safety as needed

• Coordinate recycling and surplus requests/follow ups

• Maintain building and office signage

• Monitor building safety, including fire code adherence

• Assist with building access management including visitor access, building navigation, opening/closing activity spaces, equipment access.

Financial Operations Management – 5%

• Manage office supplies budget, review of PAC/FSF budget line items

• Maintain invoice records and distribute appropriately

• Manage office cash outs/reports/event money

• Operate as PPE card holder for department to allow Instructor purchasing of instructional materials, office and building supplies and purchasing for events

What You Will Need

• Experience referring and directing clients to appropriate contacts.

• Experience problem solving customer needs, answering questions, giving a positive customer service experience.

• Experience with Microsoft Office Suite

• CPR/AED & First Aid certification within 30 days of employment.

• Demonstrable commitment to promoting and enhancing diversity.

• A broad understanding of physical activity programming, specifically activities provided out of the Office of Physical Activity & Health Programs.

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

• Advanced skills in Microsoft Office Software Suite.

• Skills in preparing and organizing reports.

• Skills in Adobe InDesign, Photoshop, or similar software.

• Experience working with ldeal-logic registration software system or similar registration systems/processes.

• Experience mentoring student employees or interns.

• Experience developing print and digital marketing materials.

• Experience with social media content creation and marketing.

• Administrative experience in an educational setting, preferably at the university/college level.

• Experience with CLSS, CORE, Banner, Course Catalog or other similar university student data and registration management programs.

Working Conditions / Work Schedule

• This position is required to work in an office-setting, including working on a computer for most of the day.

• This position is located in a building with no air conditioning, radiant steam heat, and in which building temperatures fluctuate between seasons.

• This position may require sitting most of the day.

• This position requires working with OSU community and program participants via phone, email, and in-person.

• From time-to-time, this individual may need to walk between college buildings/facilities, which may include ascending and descending stairs.

• This position may occasionally be required to lift and carry objects weighing up to 30 pounds.

• This position will work with office support student employees.

• This position works in a busy office setting with frequent interruptions.

• This position requires in person work.

Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.

Your profile MUST clearly show how you meet the minimum/required qualifications for the position.

Resumes are NOT accepted at the application stage for this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

A cover letter may be included, but will not be used for screening purposes.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:

Katelyn Kirk

katelyn.kirk@oregonstate.edu

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 our https://hr.oregonstate.edu/careers/background-checks website including the 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 at employee.relations@oregonstate.edu.

Any required license and/or certification may be uploaded as License or Certification 1. The online application system will allow you to attach your license/certification if the PDF file is 9MB or less. If over 9MB in size, submit to contact person listed. The license and/or certification must be received by the closing date if not uploaded with your application.

To apply, please visit: https://apptrkr.com/5165301

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