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.
Department: Undergraduate Studies Admin. Dept.
Salary/Rate: $35,652 - $37,236/annually @ 1.0 FTE
The Undergraduate Studies (UGS) Division Specialist assists the UGS Division Director, faculty, Degree in 3 Programs, and upper executive management in the ongoing direction and operation of the Division to include programmatic-institutional research setup, application evaluation, and support for Degree in 3 Programs (Accelerated Baccalaureate and Jack/Jo Pledge), Bridge program, and yearly academic operations. The Division Specialist supports institutional general education work, assessment, and other related Division duties from both the administrative and management levels. This position works directly with both Degree in 3 offerings (1) Jack/Jo Pledge and (2) Accelerated Baccalaureate Programs by supporting student persistence from application to graduation throughout the three-year degree programs.
Requirements of the position include administrative specialist or executive support specialist, to include administrative support for projects, programs, and operations. Also, a demonstration of experience generating documents, working directly with division faculty, supervising and managing students and student workers, and scaffolding support as needed in the vast areas of the division support to University Studies across campus is essential.
Minimum Classification Qualifications:
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.
Experience interpreting and observing confidentiality restrictions. Bachelor's Degree. Preference considered for applicants who are knowledgeable in Gmail, including calendar and e-mail; Banner SIS; Banner FIS; Internet and other SOU campus Information Systems. Experience with confidentiality consistent with FERPA and BOLi guidelines.
All Listed Duties:
Program Support *Anticipates supervisor's needs by furnishing information required for official correspondence;
*Actively participates in appropriate meetings, providing pertinent information to assist the Division Director and/or Program Chair in completing assignments, meeting deadlines, goals and objectives;
*Records and transcribes proceedings of meetings and conferences as requested;
*Maintains supervisor's calendar and advises supervisor of commitments;
*Makes arrangements for meetings and individual conferences to include food and room reservations for UGS activities;
*Collects and files course syllabi for all University Studies courses each term;
*Maintains Moodle site and program review records, and takes minutes for University Studies Committee;
*Inputs advising information for all University Seminar, Accelerated Baccalaureate Program, and Jackson/Josephine Pledge students (e.g., new majors, faculty advisors) into SIS Banner;
*Establishes and maintains student information on all Division programs (USem, ABP, and Jack/Jo Pledge, and Bridge) both print and digital;
*Sets meetings with ABP and Jack/Jo Pledge students to assist with the application process, general education requirements, reduced credits, and connections to ABP faculty coordinator; monitors program activities for compliance with applicable rules, policies, and procedures, and works closely with Degree in 3 faculty of record,
*Assists ABP and Jack/Jo Pledge program with registration and advising reminders for students;
*Prepares and submits travel and expense claims for Faculty in UGS;
*Maintains files and website materials of correspondence, reports, instructions guidelines, and similar materials frequently referred to by students, faculty, and directors;
Opens, scans, or reads (as requested), and distributes campus/division mail; Answers or redirects phone, email, and in-person inquiries from current and prospective students and their parents, staff, faculty, state and federal agencies and the public;
*Inventories supplies and initiates orders for the Division and faculty;
*Maintains materials for application to the Degree in 3 programs (both written and website);
Administrative Duties *Assists with gathering and proofing information used for the preparation of the Faculty Loading Report;
*Monitors and audits monthly and quarterly expenditures against the adopted budget (shadow budget) and prepares documents for the Division Director; evaluates data for accuracy;
*Complies PDA and carryover funds between fiscal years for the Division;
*Complies University Studies syllabi each term for accreditation (department level);
*Coordinates with Risk Management and assists with field trip safety compliance for the Division;
*Submits Assessments of Risk for review;
*Create and maintains waivers for field trips to ensure risk compliance;
*Oversight and coordination of the Degree in 3 graduation stole ceremony each spring, and promotes Degree in 3 cohort bonds each term; *Assists with Cycle of Assessment for the UGS division to include data collection, preparation, and support for faculty assignments;
*Serves as the emergency coordinator for the building to include creating maps, office locator graphs, and maintenance/repair requests for the Computer Service West.
Supervision *Performs oversight for student workers;
*Interviews and recommends student workers for hire, including PEAK students
*Assigns and distributes student workers work;
*Effectively supports the hiring of student workers, trains student workers, and evaluates student worker performance;
*Manages and effectively coordinates all communication for scheduling and arranging appointments for the director, meetings, and conferences to include University Seminar, University Studies Committee, Accelerated Bachelorette program, and Division level activities.
Relationships With Others *Maintains appropriate communication through all types of contact to include: telephone, emails, in-person, and correspondence;
*Acts on behalf of the Division when scheduling and arranging appoints, meetings, and conferences when performing special projects and assignments for the Division;
*Effectively directs the staff, faculty, administration, and press on behalf of the division.
Other duties as needed
Performs special projects as assigned for the Division.
Special Instructions to Applicants:
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
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.