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Office Specialist 2

Apply now Job no: 534135
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management, Food Service/Hospitality, Planning/Project Management

Department: University Housing
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $17.24 - $25.24 per hour
FTE: 1.0

Review of Applications Begins

July 5, 2024; position open until filled.

Special Instructions to Applicants

Please complete the online application, including relevant work history, dates of employment, and education. We use that information to determine if applicants meet the minimum qualifications. Please also include three professional references. Candidates will be notified prior to references being contacted.

Department Summary

University Catering and Conference Services is a business enterprise of University Housing, a department within the Division of Student Services and Enrollment Management. It is committed to supporting student success by cultivating inclusive communities. Our goal is to provide a robust living experience through accessible and affordable state-of-the-art housing, dining, and social and academic programs for the entire student body to develop community leaders, innovators, and change-makers who will enrich the future.

We value equity and inclusion, responsibility and integrity, innovation and learning, and safety and security. University Housing staff work hard to incorporate these values into daily work and practices to ensure an excellent UO experience.

University Housing units which include Business Services Operations, Dining Services, Facilities Services, Promotions & Student Recruitment, and Residence Life. University Housing is a $100-million dollar educational and business department that is a self-sustaining, self-liquidating agency of the University (receives no tuition or tax support for its operating budget).

Living on campus adds tremendous value for students and the University. Students who live on campus their first year have higher grades, are retained at the University of Oregon at higher rates, graduate at higher rates, and graduate more quickly.

Position Summary

The Office Specialist 2 position will provide full-service office support for Catering, Conference Services, and Housing Dining Services. To design methods for integrating new programs and policies into the existing Dining and Conference Services framework. This position also provides accounting and logistical support to the University Catering and Conference Services office.

This position works in collaboration with the Housing Business Office, Residence Life, Facilities, and Food Services staff; assisting with the needs of those staff and incorporating those needs into the appropriate databases, reports, and procedures.

Summary of Essential Functions:
This position will provide full-service office support for Catering, Conference Services, and Housing Dining Services. This position will be responsible for providing support in accounting and reconciling invoices, maintaining non-residential meal plans in Banner, and collaborating with appropriate stakeholders to research problems with individual meal plans or meal plan systems. This position will also provide support to the Director of Conference & Event Services in planning logistics, updates, and accounting efforts for the summer conference operation. This position will provide backup support on day-to-day office functions and other duties as assigned.

Job-Related Decision-Making:
• Determining and assisting in the creation of efficient processes.
• Working with internal departments to manage efficient processes.
• Determining solutions for non-routine system problems.
• Determining whether a process or system follows existing policies and procedures.
• Meeting Space availability.
• Order of importance for deadline and task.

Work Schedule and Conditions:
• Working environment is typical office conditions.
• Varied schedule including nights and weekends.
• Daily access to the Caterease database to maintain orders and meeting space reservations.
• Daily access to Banner, App Works, Dash, StarRez, and Catereze.
• Frequent use of email and spreadsheets as required.
• Busy office setting where work may be frequently interrupted by answering phones.

Supervision:
This position reports to and work is reviewed by the Director of Conference & Event Services on a periodical basis or as problems occur by informal conference with the employee and through an annual performance appraisal. The Director of Conference & Event Services writes annual performance appraisals in consultation with Catering Sales Manager.

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

• Knowledge of computers, databases, and data entry.
• Working understanding of accounting procedures and methods.
• Excellent communication skills.
• Ability to work effectively in a diverse team environment and create effective relationships for problem-solving and positive interactions.
• Ability to maintain a safe and safety-conscious workplace.
• Ability to maintain a respectful workplace and model a positive and proactive attitude.
• Ability to perform duties in a way that advances and supports the mission of the department and university.
• Ability to identify, analyze, and track large volumes of data on an ongoing basis, and to correct identified discrepancies; detailed oriented and organized.
• Ability to prioritize duties, maintain a professional demeanor, and provide excellent customer service.
• Experience with and/or commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment.

Preferred Qualifications

• Knowledge of accounting practices OR experience with billing/invoice practices.
• Experience planning and/or coordinating special events and/or conferences.
• Experience in a higher education setting.
• Experience organizing data into database structures and designing useful reports and onscreen input forms.

FLSA Exempt: No


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

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 https://hr.uoregon.edu/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, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law 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 Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

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 https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

Advertised: Pacific Daylight Time
Applications close:

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