Job Description

Administrative Program Specialist: School Of Social Sciences

Southern Oregon University

POSITION SUMMARY:
Date application must be received for priority consideration by: July 10, 2024
Anticipated Appointment Begin Date: August 1, 2024
Closing Date or if blank, Open Until Filled:
Job Family Group: Support Staff
Support Staff Classification Title: Administrative Program Specialist
Division/Department: Academic and Student Affairs/School of Social Sciences
Example: Compensation Range (commensurate with experience): Salary Range 20, Step 1 - Step 3 or $20.15 - $21.96 per hour, or $3,492 - $3,806 per month @ 1.0 FTE
FLSA Status: Non-Exempt
Appointment Basis: 12-month
Time Type: Full-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration: Renewable
This position must possess and maintain a current, valid Driver License: Yes
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Work Location Type: On-campus
Work Hours: M-F (8:00a - 5:00p) Hours are subject to change with notice.
Worker Status: Must be able to legally work in the United States without visa sponsorship

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant's qualifications and interest in the position; and (2) current resume/CV
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU's very generous benefits and pension programs available to eligible positions, please visit
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, , demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:


The School of Social Sciences is comprised of the following academic programs: Clinical Mental Health Counseling; Criminology and Criminal Justice; Economics; Ethnic & Racial Studies; Gender, Sexuality, & Women's Studies; Healthcare Administration; History; Human Service; International Studies; Native American Studies; Power & Politics; Psychology; and Sociology & Anthropology. The School also includes two research centers: the Southern Oregon University Laboratory of Anthropology (SOULA) and the Southern Oregon University Research Center (SOURCE). Each program, lab, and research center is supervised by a chair, coordinator, or director, with overall management by the School Director. The School Assistant provides comprehensive administrative support to the School Director, faculty, and staff of the Social Sciences to ensure the smooth operation of each of the programs and the Division as a whole. Ability to interact successfully with a diverse population is essential.


The School Assistant performs a wide range of administrative tasks, employing independent judgment and decision-making, and interacting with faculty, administrators, staff, students, and the general public. The School Assistant oversees all office management and reception functions, including managing Taylor Hall; maintaining the central Social Sciences office and any satellite locations; hires, trains, and supervises student workers; works with the Student Success Coordinators, chairs, and coordinators on enrollment management; schedules meetings and appointments; assists with event and meeting planning; maintains School records (including personnel, financial, and statistical records); maintains supplies and equipment; facilitates onboarding of new faculty; answers inquiries from internal and external constituencies; coordinates course scheduling and catalog updates; and addresses the needs of members of the division. She/he serves as the liaison between School departments and other work groups, both on and off campus.



Minimum Requirements

• two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
• an equivalent combination of training and experience.
• One year of postsecondary education may be substituted for up to one year of the experience.

Preferred Requirements

• Knowledge of and experience using Microsoft Word, Excel, Workday, Banner FIS, Banner SIS, Kronos, EMS, SMS, and I-Reports.
• Five years of progressively more responsible management experience.
• Experience managing data sets and generating reports.
• Demonstrated experience training individuals on procedures, computer systems, etc.
• Experience interpreting and applying policies, including confidentiality requirements in a public institution.
• Demonstrated experience in a higher education setting, particularly in a technical or academic department.
• Supervisory experience.

Essential Functions


Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:


(20%) Office Management, Reception, and Records Management:

• Oversees general office and reception duties for the School of Social Sciences.
• Manages the reception and distribution of mail and manages mail receptacles. (Only for programs located in the same area).
• Covers administrative support duties assigned to student workers when they are not available.
• Develops and maintains filing system for School.
• Purges School records according to retention schedules.
• Coordinates content for School bulletin boards, and maintains the functionality and organization of break, supply, and shared storage rooms.
• Maintains School policies and procedures. Interprets and communicates policies and procedures for faculty and staff.
• Maintains electronic and paper records for School office and programs, as needed, including purging records according to retention schedules.
• Answers or redirects phone, email, and in-person inquiries from current and prospective students and their parents, staff, faculty, state and federal agencies and the public. Ensures inquiries receive timely, accurate and appropriate response.
• Other duties as needed will account for approximately 5 percent of this time.

(50%) Administrative and general office support:

• Serves as the primary support contact for Social Sciences departments/programs and Student Success Coordinator(s).
• Assist Director and Chairs with correspondence, records management, reporting, data collection, research, analysis, auditing, and recommends potential improvements, as needed.
• Implements recommendations approved by Director and/or Chairs; assists in developing long and short range operational or program goals.
• Identify and prioritize work to be accomplished, communicate timelines necessary to meet deadlines, and advise School Director of progress on projects assigned throughout the School.
• Maintains calendar for the Director as necessary.
• At the request of the School Director and/or Department Chairs, assists with facilitation of meetings, guest lecturers, special conferences, events, and activities.
• Actively participates in appropriate meetings providing pertinent information to assist School Director and/or Department Chairs in completing assignments, meeting deadlines, goals and objectives.
• Manages provision of office space, computer access, room FOB and keys, supplies, equipment, and information for new faculty and liaisons with the Service Center.
• Serve as the designated primary point of contact and functional expert, managing all aspects of scheduling and enrollment operations for the Social Sciences School, in consultation with Chairs and the Director, including: Assist Chairs preparing the Course Planner for Director's review.
• Enter class schedules prepared by Chairs, audit for compliance, and coordinate review by faculty and chairs. Work effectively with ESC scheduler, other Das, and Chairs to minimize changes, and resolve errors and scheduling conflicts. Assist SSC and Chairs with enrollment management functions. Keep Director appraised of scheduling changes that may impact budget or enrollments. Complete TxT spreadsheet for Director's review each quarter. Assist Director with reviewing and updating Faculty Loading Report. Assist with policy. Assist with policy development and maintenance associated with academic scheduling.
• Compiles, proofreads, and edits materials for faculty, program chairs and director, including Student Orientation materials.
• Oversees clerical work performed by student workers.
• Assists with School correspondence, information gathering, and reporting.
• Facilitates the collection of reports and projects due to School Director.
• Maintains data of student evaluations of faculty each term, for inclusion in tenure and promotion applications. Done in conjunction with Director and Chairs.
• At the request of the School Director, communicates with Service Center concerning term-by-term faculty needs, and records.
• Organizes Academic Honors and Awards programs and certificates. Work with Service Center/ESC and Foundation on scholarship monetary awards, scheduling reception location and catering.
• Compiles division requests for program and elective course offerings.
• Serves as liaison between Division and Service Center for index, account, and activity code assignment for travel authorizations and expense reimbursements.
• Organizes and prepares class schedule cards and office hours of faculty for posting.
• Coordinates annual catalog revision process with Program Chairs and School Director.

(20%) Student Support and Student Employee Oversight:

• Provides advising materials for use by faculty and students.
• Inputs student advising information (e.g., new majors, faculty advisors, student plans) into SIS Banner, and regulates advising holds.
• Refers students to appropriate programs and faculty.
• Answers inquiries from current students concerning division policies and procedures.
• Ensures phone, email and in-person inquiries from current and prospective students and their parents receive timely, accurate, and appropriate response.
• As requested by the Division Director or Program Chair/Coordinator, assists with review of student files for GPA, program compliance, and graduation requirements.
• Provides program major, minor, graduate, and certificate lists.
• Hires, trains, and supervises student workers in completion of 'Office Management and Reception' and 'Administrative Support' tasks (see above).
• Complete Work Referrals
• Creates student work schedule for each term and finals week for approx.3-5 student employees.
• Monitors student hours/pay for both work-study and non-work study students.

(10%) Building Management:

• Serves as the Taylor Hall Building Manager, coordinating building operations in consultation with the Director. Implements policy and procedure for use, control, security, safety, and maintenance in keeping with the job description for SOU Building Managers, summarized as follows: Monitors general activities of occupants, reclassifications or alterations of space, compliance with OAR Division 55 smoking policy, and compliance with SOU's policy regarding non-instructional use, specified by the Policy for Use of University Facilities and Procedures for Scheduling University Facilities.
• Manage room requests for classes and School activities. Assist faculty with resolving any building or classroom access issues.
• Maintain schedules for room usage in Taylor Hall (academic term, finals week, events), including classrooms and conference rooms. Review and approve room reservations for events in Science, consulting with lab staff and director as needed.
• Acts as general liaison between occupants regarding building use and maintenance or alteration, and with FMP staff to coordinate proposed building alterations and/or closures. Coordinates with lab staff to report minor repairs and maintenance needs. Lab staff will report technical needs specific to their areas
• Coordinates with IT and facilitates the maintenance of classroom equipment and technology (computers, projectors, overhead screens, 'elmo').

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

Physical Demands

• Normal office activities, such as sitting at a computer, answering a phone, lifting up to 25 lbs, and interacting with students, faculty, staff, and the general public.

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.

_________________________



SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce


In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.



Diversity Statement:
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.



SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together - who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon ( ) and the Confederated Tribes of Siletz Indians ( ) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We [you may say I or the name of a program/department] encourage YOU to learn about the land you reside on, and to join us in advocating for the inherent sovereignty of Indigenous people.



Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the 'Clery Act'), require that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.


An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:

. A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu .







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About Southern Oregon University

SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.

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