What are the responsibilities and job description for the Operations Coordinator position at Oregon State University?
Operations Coordinator
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Please see Special Instructions for more details.
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact:
Lauren Skousen
Lauren.Skousen@oregonstate.edu
541-737-9035
Lauren.Skousen@oregonstate.edu
541-737-9035
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.
The anticipated starting salary will be $44,496 to $53,000.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
The anticipated starting salary will be $44,496 to $53,000.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
Position Details
Position Information
Department
Student Conduct (MSA)
Position Title
Coordinator-Program Admin
Job Title
Operations Coordinator
Appointment Type
Professional Faculty
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Job Summary
Student Conduct and Community Standards is seeking an Operations Coordinator. This is a full-time (1.00 FTE), 12-month, professional faculty position.
Student Conduct & Community Standards (SCCS) serves the Oregon State University (OSU) community by collaboratively creating and maintaining safe, successful, and inclusive living, learning, and working environment. SCCS upholds the unique mission and values of OSU through teaching, interpreting, and implementing the Oregon State University Code of Student Conduct (Code). SCCS strives to advance the principles of social, procedural, transformative, and restorative justice through the design and implementation of proactive conduct related services and programs, educationally focused interventions, fact-finding investigations, equitable student conduct systems and process and, when appropriate, the assignment of developmentally appropriate sanctions.
Student Conduct & Community Standards (SCCS) serves the Oregon State University (OSU) community by collaboratively creating and maintaining safe, successful, and inclusive living, learning, and working environment. SCCS upholds the unique mission and values of OSU through teaching, interpreting, and implementing the Oregon State University Code of Student Conduct (Code). SCCS strives to advance the principles of social, procedural, transformative, and restorative justice through the design and implementation of proactive conduct related services and programs, educationally focused interventions, fact-finding investigations, equitable student conduct systems and process and, when appropriate, the assignment of developmentally appropriate sanctions.
The SCCS Operations Coordinator (OC) provides administrative and operational support to the Assistant Dean of Students- Director of SCCS (ADOS- -Director of SCCS). The OC coordinates workflow, project management to ensure the goals and objectives of the office of Student Conduct and Community Standards, the Office of the Dean of Students, and the priorities of the Division of Student Affairs are met
The OC manages the ADOS-Director of SCCS calendar using independent judgment to prioritize scheduling of meetings and project completion. The OC serves as the ADOS-Director of SCCS liaison and balances the conflicting needs of individuals, projects, and outreach and engagement efforts by serving as the gatekeeper and gateway to creating positive pathways for internal and external constitutes that are seeking the ADOS-Director of SCCS assistance.
The OC determines the appropriate course of action, referral, or response to inquiries (office email, phone, correspondences). The OC assists in the development and implementation of SCCS policies and procedures and provides a bridge for the smooth communication and interpretation of these policies and procedures with students, parents, faculty, staff, community partners, and the general public.
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:
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:
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
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.
- 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
ADMINISTRATIVE SUPPORT: 60%
Director’s Liaison:
- Serves as an initial contact for students, parents, staff, faculty, and the public by phone, in person, and email; provides information and explanations about policies, procedures, and processes related to student conduct and community standards.
- Makes situation-appropriate referrals for students, parents, staff, faculty, and public.
- Manages the ADOS-Director of SCCS’s schedule for presentations, consultations, committees, workgroups, and other meetings and will assist the ADOS-SCCS Director in preparing for these functions.
Administrative Support:
- Oversees the scheduling and logistics of administrative conferences, administrative suspension preliminary hearings, Title IX and non-Title IX conferences on behalf of the ADOS-Director of SCCS.
- Prepares and distributes meeting minutes, tracks action items for committees and workgroups the ADOS-Director of SCCS facilitates and attends, composes and edits correspondences, researches, compiles and prepares statistical reports.
Case Management:
- Oversees the review of electronic incident reports, confidential law enforcement logs, identification of potential code of conduct violations within the department’s jurisdiction, and creation of cases within the department’s case management system.
- Composes, edits, and sends written or electronic correspondences to students and student organizations on behalf of the ADOS-Director of SCCS.
- Tracks and ensures responses to correspondences by sending follow up notices and initiating registration holds on student records.
- Monitors and maintains internal procedures for case assignment, investigation timelines, and case flow from the Office of Equal Opportunity and Access and University Housing and Dining Services on behalf of the ADOS-Director of SCCS.
- Serves as a liaison with staff to communicate the ADOS-Director of SCCS expectations of department’s overall case flow and timelines.
Records Management:
- Serves as the office administrator for the student conduct confidential data management system in coordination with partnering offices.
- Drafts statistical term and annual reports using data gathered from the data management system.
- Oversees the creation of all student conduct files and manages the retention and disposition of these confidential files in accordance with University policy, Oregon State Police regulations and Oregon Administrative Rules.
- On behalf of the ADOS-Director of SCCS, communicates with and responds to requests for restricted information or security background checks on currently and previously enrolled students.
- On behalf of the ADOS-Director of SCCS, reviews and responds to requests for disciplinary records of current and prior students and provides University disciplinary record checks on students for probation status for prospective employers, OSU, and other colleges/universities.
OPERATIONS: 35%
Office:
- Provides supervision of the SCCS Student Administrative Support Assistant(s).
- Provides project management and logistical support for the ongoing assessment, development, and implementation of efficient office procedures and systems.
- Supports the management of the department general email account (SCCS@oregonstate.edu).
- Maintains a restricted electronic database that contains written office protocols and policies.
- Maintains a confidential electronic database for office personnel.
- Serves as the gatekeeper for permissions to access the department’s restricted and confidential databases.
- Monitors and maintains project management work plans for departmental, divisional and university projects and assignments.
Fiscal Operations:
- Supports the ADOS-Director of SCCS in the development and oversight of the department’s budget and gathers data to support fiscal requests for operating, personnel, and special projects.
- Serves as primary liaison for SCCS office with the Business Center.
- Possesses signature authority for departmental purchases, is responsible for processing invoices related to departmental purchases, and serves as the purchasing card custodian.
- Audits expenditures and disposes of financial records according to University retention and disposal rules.
- Manages and processes all departmental travel arrangements and reimbursements through Concur and business office.
Marketing and Outreach:
- Coordinates the creation and revision of department’s printed and electronic publications.
- Coordinates the planning, layout and content creation and publication of the unit website.
OTHER: 5%
- Participates in Dean of Students Organization activities, events, and professional development.
What You Will Need
- Bachelor’s degree in liberal arts, education, communication, operations or business management or other field related to the work or equivalent combination of education and relevant experience.
- Two or more years of experience in a combination of an administrative/operational role in an educational or complex organization setting.
- Demonstrated ability to work as part of a team.
- Experience interacting with and managing complex and emotionally charged situations.
- Excellent time and workload management skills.
- Experience coordinating, tracking, scheduling, and delivering services from setup to completion without direct supervision.
- Demonstrated commitment to diversity, social justice, and creating inclusive environments.
- Demonstrated ability to work with people of various ethnic, cultural, and socio-economic backgrounds, sexual orientation, and gender identities.
- Demonstrated advanced communication skills (written and verbal), with an ability to draft and edit precise and concise letters and reports.
- Experience with database systems.
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 OSU Standard 576-055-0000 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
- Work experience in a college or university Student Conduct office.
- Experience in maintaining confidential records and information.
- Experience with Banner, Data Warehouse, Advocate, Maxient or equivalent database management systems.
- Experience with web editing in HTML, PHP, or Drupal.
Working Conditions / Work Schedule
Typical office hours are Monday-Friday; 8AM -5PM.
Pay Method
Salary
Pay Period
1st through the last day of the month
Pay Date
Last working day of the month
Recommended Full-Time Salary Range
$44,496-$75,516
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/54383
Posting Detail Information
Posting Number
P07401UF
Number of Vacancies
1
Anticipated Appointment Begin Date
12/04/2023
Anticipated Appointment End Date
Posting Date
10/11/2023
Full Consideration Date
Closing Date
10/31/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact:
Lauren Skousen
Lauren.Skousen@oregonstate.edu
541-737-9035
Lauren.Skousen@oregonstate.edu
541-737-9035
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.
The anticipated starting salary will be $44,496 to $53,000.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
The anticipated starting salary will be $44,496 to $53,000.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
Supplemental Questions
Salary : $44,496 - $53,000