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 is actively engaging in addressing and serving the needs of the growing diversity of its student body and welcomes applicants from a diversity of backgrounds including historically underrepresented groups in higher education.
Department: STEM Admin. Dept.
Salary/Rate: $1,917.75/mo ; commensurate with experience
FTE: .75 (30 hour per week)
The Division of Science, Technology, Engineering and Mathematics (STEM) Office Specialist provides assistance to the Division Director, Division Assistant, faculty and staff in the STEM Division. This position assists with office management and reception functions, coordinates with the Division Assistant to meet the needs of the STEM Division, including provide reception for the STEM programs and Science building, maintaining the central office and any satellite locations. In addition, this individuals works closely with the chairs of Computer Science and Mathematics. This position assists in maintaining division records, answering inquiries from a variety of constituencies, addressing needs of members of the division, advertising and events management, coordinates purchasing and reimbursements and updating print and web advertising. Ability to interact successfully with a diverse population is a must.
The Office Specialist interacts with faculty, administrators, staff, students, and the general public, and is responsible for setting the tone for the office, exemplifying the supportive team environment. S/he uses interpersonal, writing, and speaking skills for face-to-face, phone, and electronic communication, providing accurate information, problem solving, and referral to appropriate resources. This position helps the Division to maintain personnel, financial and statistical records and generally supporting the optimal functioning of the STEM Division. The Office Specialist serves as the web manager for the Division and works closely with the Division Assistant and IT to implement design criteria and supports departments in upgrading and maintaining their web sites.
Minimum Classification Qualifications:
Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional skills and experience in one or more of the following areas:
Ability to project calm in the midst of crisis, to design and prioritize tasks to respond to needs, and distraught individuals in a busy office.
Advanced computer skills including preparing technical documents (equation editing, graphs and technical drawing). Knowledge of and experience using Banner FIS, Banner SIS, and EMS.
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.
Experience with publication design and website maintenance.
All Listed Duties:
Office Management and Reception:
Provides general office and reception duties for the Division and occupants of Science.
Maintain functionality and organization of office complex and shared storage rooms. Receive and distributes mail and manage mail receptacles for the Science building and Division.
Ensures phone, email, and in-person inquiries for the building and Division from current and prospective students and their parents, staff, faculty, state and federal agencies and the public receive timely, accurate and appropriate response.
Create and maintain informational displays for the division (faculty/staff listings, program highlights, public postings) and to enhance ambiance in public spaces.
Manage room requests and reservations.
Coordinates collection of class schedule cards and office hours of faculty for posting.,
Administrative Support: Administrative and general office support:
Copies, collates, and binds documents for the Division Director, Program Chairs and faculty.
Compiles, proofreads, and edits materials for the Division Director, SSC, Program Chairs and faculty, as needed. Assist with thesis binding for honors and masters theses.
Make arrangements for guest lecturers, special conferences, events, and activities for Director and programs, including Friday Science Seminar Series and Division Awards Ceremony.
Process requests for supplies, invoices and reimbursement forms and makes deposits (Service Center, Foundation, Grants).
In consultation with the Director, initiate tasks, contracts, and agreements, coordinating with Service Center and other units as needed.
Maintain websites for programs and Division, as needed, including staying abreast of accessibility requirements.
Manage social media sites for programs and Division, as needed, including researching and posting article of interest to students in program.
Assists Director and Division Assistant (DA) with other support tasks as needed.,
Oversight, Communication, and Coordination
Hires, trains, and supervises student workers doing office work, grading, or tutoring (currently only CS and Mathematics, includes payroll paperwork and approvals)
Serves as primary support contact for Computer Science and Mathematics programs.
Works proactively with DA to assure
Internal Number: 8689
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.