Administrative Program Specialist
- Oregon State University
- Location: Corvallis, Oregon
- Category: Admin-Other Administrative Positions
- Posting Date: 11/27/2021
- Application Deadline: Open until filled
|Classification Title||Administrative Program Spec|
|Job Title||Administrative Program Specialist|
|Appointment Type||Classified Staff|
|Position Appointment Percent||100|
This recruitment will be used to fill one full-time Administrative Program Specialist position for the Department of Chemistry at Oregon State University (OSU).
This position is responsible for working with the faculty and Chemistry E-campus Director to determine and manage the direction of the Chemistry E-campus program This position also supports the undergraduate student program and makes changes to the schedule of classes for the chemistry department.
The primary mission of the OSU Department of Chemistry is to provide a program of undergraduate, graduate, and postdoctoral education in chemistry and to conduct research and scholarly activities focused on areas of chemistry important to biology, materials and the environment. The department offers B.A., B. S., M.S. and Ph.D. degrees in Chemistry. The Department has about 35 faculty members, 100 graduate students, and approximately 250 majors. Approximately 3500 students are enrolled in the General Chemistry program each year.
Departments in the College of Science provide a core instructional role at OSU, supporting the ideals of learning, discovery, and engagement that are the foundation of a land-grant university. In addition, Chemistry has a large research enterprise and mission, with internationally acclaimed faculty and research discoveries.
25% Chemistry E-campus Program Oversight:
Coordinate and manage projects to accomplish program goals:
With the Director and Department Head, review program progress and position annually to recommend program goals and define development targets for the coming year.
Develop and implement strategy for obtaining data that ensure the department continues to offer high-quality instruction in online chemistry courses.
Advises faculty and students on department, college, and university policies and procedures. Must interpret and apply departmental, college, and university regulations and procedures related to academic programs to non-routine situations.
Research competition, new trends in online education, etc., and recommend changes to Chemistry E-campus offerings as needed.
Establish assessment process to evaluate the success of the program. This information will be used to further improve and advance the Chemistry E-campus program.
Find opportunities to ensure the department will offer courses that meet the needs of a diverse student body. Research possible under-served markets (e.g., military spouses, high school students, home schooled students) and work with
E-campus Marketing to find ways to reach these students.
Implement recommendations approved by Director, assists in devoting long and short range program goals.
Track student enrollments term-to-term and year-to-year, query data (e.g. course/series reports) for program assessment.
Search out and coordinate application for external funding sources (grants). When grants are funded, oversee projects,
following through on grant reporting requirements, ensuring work is carried out, and communicating outcomes/results with interested parties.
Propose projects to be funded by E-campus sources; manage funded projects.
Use marketing and other resources to enable the continued growth in student credit hours.
25% E-campus Program Marketing
Participate in marketing planning meetings between E-campus marketing staff and online Chemistry faculty and following up as requested.
Coordinate with PH20x sequence instructor and Physics Department Head to co-market intro the Physics E-campus sequence.
Propose marketing projects and/or submit content for projects, and follow up with implementation.
Target academic programs at other schools, writing to advisors of programs whose students may be in need of our classes.
Supply information and materials as needed.
Search out and coordinate speaking and marketing opportunities for Chemistry E-campus faculty/staff.
Seek out partnership opportunities with other programs and universities. Market Chemistry undergraduate courses, degrees and programs.
Participate in formal presentations to promote the Chemistry E-campus program.
20% – Student and Faculty Support:
Respond to inquiries (email and phone) from potential students in a friendly and professional manner, keeping in mind that this is an important marketing opportunity.
Provide accurate information regarding the program, department and university processes.
Interpret transcripts to determine prerequisite override eligibility for current and prospective students.
Assist instructors with LMS (Learning Management System) course sites, making changes and monitoring as directed.
Liaison between Chemistry and E-campus concerning course listings, syllabus, and other concerns.
Assist Chemistry instructors in special projects as requested.
Monitors the department general email account and replies to requests in a timely manner.
Use BANNER to, adjust course enrollment numbers, and update course instructors per University and Department policy and procedure.
Coordinate with E-campus staff to provide overrides for students.
Interprets and communicates Department and University policies and procedures to faculty, staff and students.
Communication with these groups occurs using a variety of means of communication.
Provides information to students on academic success resources as well as available counseling services on campus.
Work with departmental Head Undergraduate Adviser and the College of Science Advising Office to maintain data on Undergraduate major students.
Run reports for enrollment, course grades, and class lists; compile and run specialized queries per faculty request.
Primary scheduler for classes by term. Adding and removing classes, updating populations, requesting room assignments and adjusting schedules using CourseLeaf.
Contact graduating students for photos, schedule photo shoots for graduating composite. Layout, photo editing, printing and framing of graduate composites.
Assist with High School Outreach program. Contact teachers and facility at partnered schools about available resources.
Development and production of marketing products for distribution to High School Chemistry instructors.
Assist with awards programs (Spring Awards, Undergraduate of the Quarter, etc.), including contacting students for biographical information and photos for use in the presentations and newsletter.
15% Chemistry E-campus Program Development and Communications:
Create agendas for and schedule regular meetings with Chemistry E-campus faculty. Facilitates meetings, records decisions and commitments made, and follow up on action items.
Communicate regularly with faculty concerning new developments in program.
Attend informational meetings, identify opportunities, and inform department faculty of new uses of multi-media innovations.
Research, assemble and share scholarly literature comparing online and on-campus education.
Work with faculty to assess program including student feedback, learning outcomes etc.
Research online assessment tools and work with available resources (both internal and external) to develop assessment tools (e.g. Concept Warehouse) for online learning.
Seek funding opportunities for this project in the future.
10% – General Office Duties:
Use multi-line phone system to handle requests and routes calls as necessary.
In charge of service calls and routine maintenance on four photocopy machines and one printer.
Processes and approves key requests. Updates and maintains the departmental key list.
5% – Other Duties:
Other duties as assigned
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.
|Additional Required Qualifications||
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
|Preferred (Special) Qualifications||
Ability to work with little or no direct supervision.
Strong communication skills enabling clear, concise interactions with students, faculty, staff and public.
Strong computer skills (Word, Excel, Outlook), including Internet research. Experience with Banner and CORE software, specifically the Student Information System (SIS).
Experience in project or program management, including proposal development, facilitation of work progress between participants, data collection and analysis, and communication of outcomes.
Demonstrated ability to balance a diverse and varied workload, managing multiple projects/activities.
A demonstrable commitment to promoting and enhancing diversity.
|Working Conditions / Work Schedule||
General work hours: Monday – Friday 8am – 5pm
The primary work location for this position is OSU’s campus in Corvallis, OR. However, remote work may be considered and established via OSU’s Remote Working Agreement as agreed on between the employee and supervisor with pre-determined review intervals for approval and continuation.
May require travel to promote program.
|This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures.||No|
|This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities.||No|
|Number of Vacancies||1|
|Anticipated Appointment Begin Date||12/01/2021|
|Anticipated Appointment End Date|
|Full Consideration Date|
|Indicate how you intend to recruit for this search||Competitive / External - open to ALL qualified applicants|
|Special Instructions to Applicants||
This posting has been re-opened in order to expand the original applicant pool.
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 classified staff positions. Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: Paula Christie at Paula.Christie@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
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.
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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.