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Administrative Coordinator

Apply now Job no: 523123
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Admissions/Financial Aid/Enrollment Management, Administrative/Office Support

Department: Orientation Programs
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $14.03 - $20.35 per hour
FTE: 1.0

Review of Applications Begins
Position closes November 23, 2018

Special Instructions to Applicants
Complete online applications must include:
• Cover letter summarizing how you meet the position's qualifications as well as your interest in the position/department
• Current resume which includes dates of employment
• Three professional references, one of which must be a direct supervisor.
• Responses to the following supplemental questions:

1. This position communicates with prospective and new university students, their families, and the general public. Please share and describe your experience that demonstrates and speaks to your ability to communicate effectively with individuals from diverse backgrounds and cultures. Indicate your experience answering the phone and greeting customers, providing program information, explaining rules and procedures, working through unique and complex student issues, and otherwise representing an office in communication with others.

2. Please share and describe your experience that demonstrates your ability to complete job assignments in a timely manner in an environment with frequent interruptions due to a busy and noisy office setting which employs nearly 80 undergraduate students.

3. Please share and describe your experience using a computer to create and maintain spreadsheets and databases, and to word-process reports and other documents. Indicate if you have experience using an automated financial information system and any experience using customer relations management (CRM) software.

4. Please share and describe your experience providing administrative support, which includes but is not limited to writing, editing and completing final drafts of correspondence, manuals and other documents. As well as speak to any experience processing payroll, account payable and receivables as well as coordinating document flow of administrative projects.

Department Summary
It is the mission of Student Orientation Programs to introduce new and prospective students and their families to the university’s intellectual climate. In addition, we seek to improve the quality of the new student experience by providing assistance with academic, personal, and social adjustment to the University, demonstrating the University of Oregon’s commitment to teaching, learning, and scholarship.

Through recruitment programs such as the Ambassador Program, Duck Preview, and Duck Days and orientation events such as IntroDUCKtion and Week of Welcome, Student Orientation Programs serves approximately 90,000 visitors, prospective students, new students, and families.

Position Summary
The purpose of this position is to provide a high level of customer and administrative support to Student Orientation Programs' students, families, and guests as well as confidential support to the professional staff within the department. In addition, this position will perform administrative and clerical tasks for the department which will include but will not be limited to coordinating travel, processing payroll, billing and serving as the department's main contact for students, families and campus partners via phone, email, and walk-ins.

This position will report to the Operations Manager of Orientation Programs and will provide secondary support and assistance to the Operations Manager and their functions as needed.

This position will not directly supervise other employees, though it will on occasion be required to organize and coordinate work and projects for the department's student staff.

Minimum Requirements
• 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.

Professional Competencies
• Excellent oral and written communication skills; attention to detail.
• Demonstrated organizational, problem-solving, and time management skills.
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program), and familiarity with Microsoft Office applications.
• Demonstrated ability to manage stressful or difficult situations in a calm, constructive, and professional manner, particularly as it relates to difficult customer service situations, and handling sensitive and/or confidential information.
• Demonstrated overall commitment to promoting and enhancing diversity including the ability to communicate and work effectively with individuals from diverse backgrounds and cultures.

Preferred Qualifications
• Experience with customer relationship management software.
• Experience with enterprise-wide information system (e.g. Banner) financial and student modules.
• Experience working in enrollment management or student affairs.

FLSA Exempt: No


All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union. 

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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