ADMINISTRATIVE PROGRAM SPECIALIST

Position Details

Position Information

Department

Pharmacy Professnl Instr (PHR)

Classification Title

Administrative Program Spec

Job Title

Administrative Program Specialist

Appointment Type

Classified Staff

Job Location

Portland

Benefits Eligible

Full-Time, benefits eligible

Remote or Hybrid option?

Employment Category

Regular

Job Summary

This recruitment will be used to fill one full-time Administrative Program Specialist position for the College of Pharmacy at Oregon State University (OSU).

This position will be located in Portland, Oregon.

This position provides coordination of administrative and technical functions to the OSU College of Pharmacy including both the Pharmacy Practice and Pharmaceutical Sciences Departments and the Continuing Education Program.

This position manages the College of Pharmacy's collaborative partnership with OHSU. This position is located at the College of Pharmacy's dual campus at the (Collaborative) Robertson Life Science Building in Portland, Oregon.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves - we seek them out and take them on.

We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard.

We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit : https : / / oregonstate.edu / about

Locations :

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State's beautiful, historic and state-of-the-art main campus is located in one of America's best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country.

Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package :

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including :

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

25% - College Support :

Provides administrative support to the College of Pharmacy Departments. Researches, collects data, compiles information, prepares reports, and edits correspondence for faculty and the department chairs.

Schedules departmental meetings, takes minutes, and distributes transcribed minutes. Coordinates tasks regarding academic searches including identifying lodging options, coordinating travel itineraries between candidates and travel agencies, developing interview schedules, scheduling meeting rooms, coordinating catering and making dining reservations.

Other administrative duties related to room scheduling and Building Maintenance as needed.

20% Accounting liaison :

• Serves as liaison to OHSU accounting department and OSU accounting department.
• Responsible for managing budget reconciliation. Responsible for running and interpreting reports in OHSU's Oracle system.

Acts as an approver in OSU's eProcurement system (Benny Buy).

20% Continuing Education Program Coordination :

• Proactively manage CPE required elements including : effective planning in collaboration with the CPE office team; receipt and review of presenter documentation (e.
• g. conflict of interest statements, evaluations), evaluation of presentations for compliance with accreditation requirements;
• provision of training and guidance to presenters as needed to assure adherence to rules and regulations; facilitation of student registration and credit management by monitoring and adjusting course management software;

creation of monthly enrollment and billing reports and invoices for external partners; and using sound judgment to resolve all related issues.

Create electronic CPE presentations by adding text, links and graphics as provided by instructors; formatting for readability and accessibility;

and edit as directed. Research state-specific policies on CPE requirements and offerings and monitor accreditation changes to inform program development and revision of presentations.

Manage creation, distribution, collection, and proper storage of assessments, including course reports, for the PharmD and CPE programs, supplying information as appropriate to instructors, course coordinators and students / enrollees.

Schedule, train, and monitor proctors for exam-based assessments to assure integrity and compliance with College of Pharmacy and accreditation-mandated protocols and procedures.

20% Event Coordination :

Serves as the lead coordinator for Student Educational events such P4 Fall Seminar, P4 Spring Seminar. P4 Interview Day, Career Day Fair and P1 / P2 Interview day.

Will initiate the timeline to complete tasks for each program; adhering to and ensuring compliance of all OSU policies, rules and regulations.

The incumbent will research, confirm, and reserve sites.

Will take lead on all communication with companies, speakers, faculty and students. Serve as the main contact person for those invited to an event, answering any questions and resolving any issues or concerns.

Contact vendors and caterers, confirm menus; review and forward contracts to PaCs; return signed contract to vendor or caterer in an appropriate, timely manner.

Develop and mange budget for events. Monitor required deposits and invoices paid through HSBC accounting services.

10% - HR liaison to OHSU :

• Partners with OHSU to manage administrative and technical functions that impact OSU / Portland faculty / staff at the OHSU campus including coordination of procedures, systems and forms for work completion, computer and telephone system needs / problem resolution, space requirements, and equipment needed for faculty and students.
• Manages onboarding of new OSU personnel into the OHSU system; obtains OHSU Employee ID numbers, procures computer / network / telephone access, requests long distance codes, and informs new employees on how to utilize the different access needed to function on the OHSU campus.
• Serves as liaison to OHSU Human Resources, including creation of OHSU personnel records and management of records.
• Responsible for OHSU badging of faculty / staff and students. Corresponds with OSU and OHSU to ensure students meet immunization requirements for badging.
• Responsible for inputting of OSU students into OHSU's system. A liaison for OHSU Registrar Office.
• In conjunction with other office staff, maintains all networked computers within the department; requests computer re-imaging, computer repairs, requests new phones for new employees, coordinates moving computer or telephone equipment, and maintains inventory of all equipment.
• Ensures compliance to program operation rules, policies, and procedures, including state / federal laws; educates faculty / staff on these policies, procedures, and rules such as travel, reimbursements, vacation, sick and FMLA leaves, including appropriate documentation.

Educates faculty / staff on OSU and OHSU policies, procedures, and rules to meet requirements and to assure compliance.

5% - Student Worker supervision :

• Provides leadership and supervision for assigned staff or student workers. Provides guidance / oversight to arrange meetings and receptions, including preparing agendas, invitations, programs, and related materials / tasks.
• Hires and trains; plans, assigns and reviews work; establishes performance goals and evaluates through completion of formal written evaluations;

disciplines or effectively recommends discipline up to and including dismissal.

What We Require

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.

What You Will Need

• 1 year of experience in a complex working environment, that included responsibility for coordinating or managing multiple processes, projects, and / or activities.
• Demonstrated ability to set priorities, plan, organize, evaluate, manage, and delegate.
• Demonstrated ability to successfully manage multiple priorities and meet competing deadlines.
• Proficient in Microsoft Office, especially Word, Excel, and PowerPoint. Ability to communicate
• effectively both verbally and in writing.
• Well-developed, professional interpersonal relations skills (e.g. discretion, negotiation, sound judgement, and conflict management).
• A demonstrable commitment to promoting and enhancing diversity.

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 University Standard : 05-010 et seq.

Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

3 + years of program management experience in a complex working environment, including responsibility for coordinating or managing multiple processes, projects, and / or activities.

Working Conditions / Work Schedule

This position requires on-site attendance during regular work hours (8 AM to 5 PM) in the OSU College of Pharmacy space on the Portland-based OHSU campus.

Some evening or weekend hours may be required on infrequent occasions with advance notice. Occasional travel to the Corvallis campus may be required (less than once per quarter).

Pay Method

Hourly

Pay Period

16th - 15th of the following month

Pay Date

Last working day of the month

Min Salary

$20.15

Max Salary

$30.45

Link to Position Description

https : / / jobs.oregonstate.edu / position descriptions / 154894

Posting Detail Information

Posting Number

P04839CT

Number of Vacancies

Anticipated Appointment Begin Date

07 / 01 / 2024

Anticipated Appointment End Date

Posting Date

06 / 05 / 2024

Full Consideration Date

06 / 13 / 2024

Closing Date

06 / 20 / 2024

Indicate how you intend to recruit for this search

Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

To ensure full consideration, applications must be received by June 13, 2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled.

The closing date is subject to change without notice to applicants.

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 this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE : If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact :

Shayna Fleming

shayna.fleming@oregonstate.edu

541-243-3388

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.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system.

This job has critical or security-sensitive responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.

Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details.

If you have questions or concerns about the pre-employment check, please contact OSU's Employee and Labor Relations team at employee.relations@oregonstate.edu .