Office Manager – HigherEdJobs


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Office Manager

Oregon State University

Department: Hermiston Exp Sta
(AHE)

Appointment Type: Professional Faculty

Job Location: Hermiston

Recommended Full-Time Salary
Range:
Salary is commensurate with skills, education and experience

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 in
that charge by providing leadership, supervision, and direction for staff; 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 union matters (e.g., strike planning, grievances,
bargaining information, and other confidential information).

The Office Manager has primary responsibility for 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, FMLA, and Union negotiations, 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, and assistance with
field days.

The incumbent will work collaboratively with Extension county support staff.

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 dont 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 States beautiful, historic and state-of-the-art main campus is located in one of Americas 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 comprehensive benefits
package
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 Benefits Calculator to learn more about
the full value of the benefits provided at OSU.

Key Responsibilities
60% Management of Department Budgets,
Accounts, 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.
  • 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.
  • 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.
  • Co-arrange or co-coordinate Field Days 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 the content of the HAREC
    website and update as needed Update and post relevant content to HAREC Facebook page.
  • 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 Sciences Administration Manager
    meetings.

15% Management of Human Resources for the DepartmentWith 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 union matters, which include strike planning, grievances, bargaining information and other confidential
    functions.
  • Assist with appointment and renewal of emeritus/academic/fixed-term faculty and graduate faculty.
  • 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, FMLA, 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% SupervisionProvide leadership, supervision, and direction for
assigned staff. Plan, assign, and review work, establish goals for each position and assess performance through completion of evaluations;
hire, train, promote, and, if necessary, discipline and address grievances, and develop a framework for corrective actions as necessary of
assigned employees.

What You Will Need
Bachelors degree in Business Administration, or related field.
Two years of
administrative office experience, including accounts management and/or bookkeeping
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 exercising
supervisory responsibility
Previous experience working with human resource transactions.
Prior administrative support or similar
experience in higher education settings.
Experience with Benny Buy, Concur, and CORE or equivalent finance programs preferred.

Demonstrable commitment to promoting and enhancing diversity.

Working Conditions / Work Schedule
Typical Workday is M-F
8-5; Occasional evening and early morning work may be required to support events

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:| Carlos Bonilla
| Carlos.bonilla@oregonstate.edu
| 541
567-6337

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 Background Checks website including
the for candidates section for more details. If you have
questions or concerns about the pre-employment check, please contact OSUs Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit:
https://jobs.oregonstate.edu/postings/148504

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