Administrative Program Assistant

Southern Oregon University
May 26, 2023
Offerd Salary:$17.43
Working address:N/A
Contract Type:Open-ended
Working Time:Negotigation
Working type:N/A
Ref info:N/A
Posting Details

Position Information

Posting Number C00349

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 (https: // www. and the Confederated Tribes of Siletz Indians (https:// www. 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.

Job Title Administrative Program Assistant Working Title Administrative Program Assistant Special Instructions to Applicants

Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) letter providing some detail of the applicant's qualifications and interest in the position; (2) current resume/CV; (3) the names, addresses, and telephone numbers of at least three professional references. If you are unable to attach the supplemental materials to the online application please email: [email protected]

For inquiries and additional information, please contact: Human Resource Services via email at [email protected] or by phone at (541)552-8553

To view SOU's offers very generous benefits and pension programs available to eligible positions, please visit: https: // Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https: //, demonstrates our value and commitment to our employee.

Appointment Basis 12 months FTE 1.0 Department Honors College Job Location Ashland (15 A) Salary/Rate $17.43 hour @ 1.0 FTE Benefits Eligible Yes Appointment Type Classified Classified Position Type Regular Position Summary

The SOU Honors College offers a unique partnership of programs across campus and collaborates with programs both on and off campus in our region. The Honors College provides students with a comprehensive intellectual experience both in and out of the classroom. The program seeks to instill in all scholars a sense of community, intellectual curiosity, critical thinking, creativity, and citizenship as they embark on the journey from learners to leaders.

Honors coursework replaces the general education requirements for SOU and includes additional co-curricular requirements, including eighteen “Pick and Choose” activities in the first two years, two voluntary service activities each year, two “Take the Lead” projects, and one Substantive Educational Experience.

The Honors College Administrative Program Assistant will assist the Director of the Honors College with the operations of the program, including day to day operations, student support, community outreach, program assessment, and special projects.

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.

Minimum Classification Qualifications

Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.

Position Specific Minimum Qualifications

• Excellent communication skills; ability to communicate on a regular basis in person, by telephone, and in writing with institution staff, other institutions, private organizations, and/or the general public to provide or request information, determine nature of services to be provided, and explain rules and regulations, and both institution and program policies and procedures; 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. • Ability to work with a high level of productivity and accuracy/attention to detail with little or no supervision. • Excellent organizational and time management skills. • Ability to adapt to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization. • Ability to prioritize and meet deadlines. • Excellent computer skills and proficiency with a variety of computer applications.

Preferred Qualifications

• Knowledge of SOU policies, facilities, and systems including Banner SIS, experience with or an ability to learn Workday. • Experience working in a campus environment, working with students, faculty, administrators, and staff.

This position must possess and maintain a current, valid Driver License. No This position is designated as a critical, security-sensitive or safety- sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check. Yes Lead work/Supervisory Responsibilities Physical Demands

Normal office activities may include sitting/standing at a computer, answering a phone, move/transport up to 25 lbs, and interacting with students, and faculty, staff, and the public.

Knowledge, Skills, and Abilities

• Excellent communication skills; 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. • Ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment. • Strong analytical and research skills; ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations. • Ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems. • Ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Ability to exercise sound judgment and discretion, tact, and diplomacy. • Initiative in independently planning, organizing, and performing work assignments within broadly defined parameters. • Ability to work with a high level of productivity and accuracy/attention to detail. • Excellent organizational and time management skills with the ability to set own priorities to coordinate multiple assignments with fluctuating and time- sensitive deadlines. • 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. • 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. • Ability to adaptto 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. • Provides training and direction to student assistants. Demonstrated Service Excellence.

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. •Under the provisions of the Fair Labor Standards Act (FLSA): -Position classifications defined as “non exempt” are subject to overtime •The person holding this position is considered a “mandated reporter” under the Oregon Revised Statues and is required to comply with the requirements set forth by the Oregon department of Human Services.

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”), requires 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 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: https: // 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 [email protected].

Application must be received by for priority consideration 05/26/2023 Posting Date 05/12/2023 Closing Date Open Until Filled Yes Anticipated Appointment Begin Date 06/05/2023 Work Hours

A flexible schedule is needed to cover the program needs. Office hours are normally 9:00 am – 5:30 pm Monday thru Friday. Events occasionally occur outside these hours and during weekends. Supervisor will approve fluctuations outside the normal hours.

Contact Name for Applicant Questions Human Resource Services Contact Email [email protected] Quicklink for Posting https: //

Job Duties


General Office Support for Honors College: • Provides some general office and reception duties, including developing and maintaining a filing system for program records, maintaining the organization of shared work area, answering program email and phone, answering and/or redirecting inquiries in person or by phone/email.

Percent of total time 20 Duties

Administrative Support for the Director and the Honors College Program: • General Program Administrative Support: Undertakes assigned projects from set-up to completion with minimal guidance from the Director; researches, collects data, compiles information and assists with or prepares reports (e.g., support for program assessment, admissions and retention, student progress toward graduation, opportunities for community outreach and engagement, etc.); develops detailed reports on a monthly, quarterly, semiannual, and/or annual basis; explains program and institution policies, procedures, and requirements; creates and/or updates program manuals and guides; develops procedures, systems, and forms necessary for efficient workflow within the Honors College; tracks spending, communicates with other offices to reconcile receipts, pay invoices, set up and complete contracts, etc. • Creates, receives, files, and maintains records of applicant admission materials, status, notification of admissions decisions, and onboarding process for admitted students; prepares reports and facilitates ongoing communication regarding recruitment, admissions, retention, etc., with Director, Financial Aid, and Admissions. • Keeps track of the participation of current HC Scholars in various activities (Essential Activities, Pick and Choose Events, Take the Lead Projects, etc.), through Moodle, provides feedback to students, downloads and organizes reflections for program assessment purposes, prepares summary reports quarterly for the Director. Assists Director in uploading data and reflection samples to university assessment database. • Assists Director with review of student files for GPA, enrollment, and graduation requirements. Communicates relevant information and prepares reports for Financial Aid and for university assessment. • Assists Director with facilitation of meetings, guest lecturers, special conferences, events and activities. • Organizes events including scheduling and coordinating location reservations and catering, and assists Director with SOU Preview Days, Raider Orientation and Registration Days. • Actively participates in appropriate meetings providing pertinent information to assist Director in completing assignments, meeting deadlines, goals, and objectives. • Assists with correspondence and information gathering. • Assists Director in compiling faculty requests for course offerings, inputs schedules and subsequent changes in university scheduling system (Banner, Workday). • Assists Director with the updating and maintenance of Honors College website, Moodle, Facebook, Instagram, and other social media outlets.

Percent of total time 50 Duties

Student support:

• Holds office hours to support student projects and to answer student questions about program requirements, and co-curricular opportunities. Refers students to appropriate university resources and advisors.

• Assists the director in community outreach, finding and advertising opportunities to Honors scholars for pick and choose activities, service opportunities, internships, etc. Assists the Director with information sharing and collaboration with other university offices and programs in support of Honors innovation and leadership projects and university-community partnerships • Assists Director and students in fostering and building community in the Honors College through co-curricular activities and Honors College programming and events

Percent of total time 20 Duties

Student worker oversight: • Hires, trains, and supervises student workers. • Creates work schedules. • Monitors student hours/pay for both work-study and non-work study students.

Percent of total time 5 Duties

Other duties as assigned

Percent of total time 5

Supplemental Questions

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  • How did you hear about this employment opportunity?
  • Chronicle of Higher Ed
  • Craigslist
  • Listserve
  • Oregon Employment Department
  • The Oregonian
  • Personal Referral
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  • SOU Website
  • Women in Higher Ed
  • Monster
  • Mail Tribune
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  • Simply Hired
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  • Facebook
  • HERC
  • Indeed
  • None of the above
  • If you answered none of the above on the previous question, please indicate below where you heard about this employment opportunity.
  • (Open Ended Question)

    Applicant Documents

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  • Resume
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