Southern Oregon University
Pre-College Youth Programs Administrative Program Assistant
Southern Oregon University, Ashland, Oregon, United States, 97520
Position Summary
Pre-College Youth Programs Administrative Program Assistant — Southern Oregon University Division/Department:
Academic and Student Affairs / Outreach and Engagement Compensation:
Salary Range 19, Steps 1-3, $20.98-$22.83 hourly; $3,636-$3,958 monthly @ 1.0 FTE. FLSA Status: Non-Exempt. Appointment Basis: 12-month. Time Type: Full-time. Benefits Eligible: Yes. Renewable. Remote Work Type: On-campus. Work Hours: M-F, 8:00 a.m.–5:00 p.m. (Hours subject to change with notice). Eligibility:
Must be able to legally work in the United States without visa sponsorship. This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check. This position is non-exempt and subject to FLSA overtime provisions. This is a mandatory reporter position under Oregon law. Special Instructions to Applicant:
Each applicant must provide (as attachments to the online application) a letter detailing qualifications and interest, and a current resume/CV. Applicants should upload documents in the area titled “Resume.” Combine all documents into one attachment or upload separately. Inquiries: Human Resource Services at hrs@sou.edu or (541) 552-8553. Position Description The Division of Outreach & Engagement at SOU provides non-credit programs and access to credit programs for K-12 youth. This position supports SOU Pre-College Youth Programs through process enhancements, assigned projects, data analysis and reporting, customer service, management of registration and payment processes, and technical support in running programs including Advanced Southern Credit, Early Entry, Academic Competitions, summer camps, and more. Programs are self-support through user fees, grants, and donations. Ability to interact effectively with a diverse population is essential. Minimum Requirements Three years of office experience, including two years at full performance level and experience generating documents; lead work responsibility or coordination of office procedures. Preferred Requirements Five years of general office work experience. Bachelor's degree. Intermediate level of experience with Microsoft Office, especially Excel. Experience composing, editing, and proofreading correspondence. Experience in basic accounting. Web page management and social media marketing experience with demonstrated effectiveness. Working knowledge of Banner SIS. Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign). Two or more years working in higher education, nonprofit organizations, education systems, or with youth. Essential Functions 70% Pre-College (Credit & Non-Credit) Program Support Manage registration processes for a wide array of youth programs in multiple complex systems (including Banner/Workday, IdealLogic, hard copy, and Excel); train staff on these functions. Serve as the primary point of contact for prospective and current program participants, families, community, teachers, coaches, and program partners by phone, email, and in person; greet and explain registration/applications processes, rules, laws, and policies with professionalism and service excellence. Maintain a complex multi-program calendar with critical dates for communications, opening/due dates, and planning benchmarks. Manage timelines and messaging for communications about departmental activities and university policies; tailor messages for external constituents, school district contacts, and instructors. Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media, email, text messaging, and mailed communications for multiple programs. Oversee back-end preparation for all non-credit programs; anticipate problems and implement solutions. Meet with program director to review new program details, make recommendations, research opportunities, and assess landscape and partnerships. Create and manage systems for tracking and reporting data to meet grant guidelines. 30% Administrative Duties Organize, process, and prepare applications for review; review against criteria and determine acceptances. Establish and maintain student information digitally for all programs; proficient use of a complex CRM to create, run, and analyze reports and ensure data accuracy. Plan and execute event logistics; support volunteer recruitment and training. Serve as a liaison to the campus community. Independently create flyers, certificates, and documents for program use; assemble and distribute materials and prepare for programs. Act as webmaster; ensure website is up to date, accessible, and informative in conjunction with program openings and deadlines. Take registration payments and reconcile daily deposits; create, distribute, and follow up on invoices to external partners. Procure and manage departmental inventory; anticipate orders for programs. Hire, train, and supervise student and temporary workers to assist with program tasks and registrations. Skills, Knowledge, and Abilities Excellent written and verbal communication; ability to explain rules, regulations, policies, and procedures. Strong customer service with diplomacy and professionalism for a broad range of sensitive interpersonal situations. Ability to interpret and apply complex policies and procedures; adapt to changing policies under deadlines in a fast-paced environment. Strong analytical and research skills; ability to evaluate information and make recommendations. Proactive problem solving and ability to prevent/resolving issues; discretion in handling confidential information. Initiative in planning and organizing work; ability to work with high productivity and attention to detail. Excellent organizational and time management skills; ability to manage multiple deadlines. Proficient with word processing, spreadsheets, databases, online systems, social media, online calendaring, and email. Ability to work with diverse populations and collaborate across university departments and external partners. Willingness to work in a bureaucratic environment and interact with multiple levels within the organization and external agencies. Ability to learn university infrastructure, policies, and procedures quickly. Experience training and directing student assistants; customer-oriented and service-centered mindset. Experience in an institutional/educational setting focused on service excellence. Physical Demands Office activities including prolonged computer use; walking, stooping, bending; ability to move up to 50 lbs. Special Conditions Willingness to travel and attend off-site trainings as needed. Ability to work additional hours or be recalled for emergencies; may require overtime. Successful completion of pre-employment background check. Overtime-eligible non-exempt position under FLSA. Mandatory reporter under Oregon Revised Statutes; comply with Oregon Department of Human Services requirements. _________________________ EEO/AA and Diversity Statements SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce. ADA accommodations available upon request; contact Human Resources for accommodations. Diversity and Land Acknowledgement Southern Oregon University acknowledges the ancestral homelands of the Shasta, Takelma, and Latgawa peoples and encourages learning about Indigenous sovereignty and history. Links removed for accessibility. Notice to Prospective Employees Clery Act notice and access to the Annual Security and Fire Safety Report are available. For a copy of the report, contact the Office of the General Counsel or visit the SOU Clery Act page. To apply For application, visit: fine-tuned link provided in original posting.
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Pre-College Youth Programs Administrative Program Assistant — Southern Oregon University Division/Department:
Academic and Student Affairs / Outreach and Engagement Compensation:
Salary Range 19, Steps 1-3, $20.98-$22.83 hourly; $3,636-$3,958 monthly @ 1.0 FTE. FLSA Status: Non-Exempt. Appointment Basis: 12-month. Time Type: Full-time. Benefits Eligible: Yes. Renewable. Remote Work Type: On-campus. Work Hours: M-F, 8:00 a.m.–5:00 p.m. (Hours subject to change with notice). Eligibility:
Must be able to legally work in the United States without visa sponsorship. This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check. This position is non-exempt and subject to FLSA overtime provisions. This is a mandatory reporter position under Oregon law. Special Instructions to Applicant:
Each applicant must provide (as attachments to the online application) a letter detailing qualifications and interest, and a current resume/CV. Applicants should upload documents in the area titled “Resume.” Combine all documents into one attachment or upload separately. Inquiries: Human Resource Services at hrs@sou.edu or (541) 552-8553. Position Description The Division of Outreach & Engagement at SOU provides non-credit programs and access to credit programs for K-12 youth. This position supports SOU Pre-College Youth Programs through process enhancements, assigned projects, data analysis and reporting, customer service, management of registration and payment processes, and technical support in running programs including Advanced Southern Credit, Early Entry, Academic Competitions, summer camps, and more. Programs are self-support through user fees, grants, and donations. Ability to interact effectively with a diverse population is essential. Minimum Requirements Three years of office experience, including two years at full performance level and experience generating documents; lead work responsibility or coordination of office procedures. Preferred Requirements Five years of general office work experience. Bachelor's degree. Intermediate level of experience with Microsoft Office, especially Excel. Experience composing, editing, and proofreading correspondence. Experience in basic accounting. Web page management and social media marketing experience with demonstrated effectiveness. Working knowledge of Banner SIS. Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign). Two or more years working in higher education, nonprofit organizations, education systems, or with youth. Essential Functions 70% Pre-College (Credit & Non-Credit) Program Support Manage registration processes for a wide array of youth programs in multiple complex systems (including Banner/Workday, IdealLogic, hard copy, and Excel); train staff on these functions. Serve as the primary point of contact for prospective and current program participants, families, community, teachers, coaches, and program partners by phone, email, and in person; greet and explain registration/applications processes, rules, laws, and policies with professionalism and service excellence. Maintain a complex multi-program calendar with critical dates for communications, opening/due dates, and planning benchmarks. Manage timelines and messaging for communications about departmental activities and university policies; tailor messages for external constituents, school district contacts, and instructors. Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media, email, text messaging, and mailed communications for multiple programs. Oversee back-end preparation for all non-credit programs; anticipate problems and implement solutions. Meet with program director to review new program details, make recommendations, research opportunities, and assess landscape and partnerships. Create and manage systems for tracking and reporting data to meet grant guidelines. 30% Administrative Duties Organize, process, and prepare applications for review; review against criteria and determine acceptances. Establish and maintain student information digitally for all programs; proficient use of a complex CRM to create, run, and analyze reports and ensure data accuracy. Plan and execute event logistics; support volunteer recruitment and training. Serve as a liaison to the campus community. Independently create flyers, certificates, and documents for program use; assemble and distribute materials and prepare for programs. Act as webmaster; ensure website is up to date, accessible, and informative in conjunction with program openings and deadlines. Take registration payments and reconcile daily deposits; create, distribute, and follow up on invoices to external partners. Procure and manage departmental inventory; anticipate orders for programs. Hire, train, and supervise student and temporary workers to assist with program tasks and registrations. Skills, Knowledge, and Abilities Excellent written and verbal communication; ability to explain rules, regulations, policies, and procedures. Strong customer service with diplomacy and professionalism for a broad range of sensitive interpersonal situations. Ability to interpret and apply complex policies and procedures; adapt to changing policies under deadlines in a fast-paced environment. Strong analytical and research skills; ability to evaluate information and make recommendations. Proactive problem solving and ability to prevent/resolving issues; discretion in handling confidential information. Initiative in planning and organizing work; ability to work with high productivity and attention to detail. Excellent organizational and time management skills; ability to manage multiple deadlines. Proficient with word processing, spreadsheets, databases, online systems, social media, online calendaring, and email. Ability to work with diverse populations and collaborate across university departments and external partners. Willingness to work in a bureaucratic environment and interact with multiple levels within the organization and external agencies. Ability to learn university infrastructure, policies, and procedures quickly. Experience training and directing student assistants; customer-oriented and service-centered mindset. Experience in an institutional/educational setting focused on service excellence. Physical Demands Office activities including prolonged computer use; walking, stooping, bending; ability to move up to 50 lbs. Special Conditions Willingness to travel and attend off-site trainings as needed. Ability to work additional hours or be recalled for emergencies; may require overtime. Successful completion of pre-employment background check. Overtime-eligible non-exempt position under FLSA. Mandatory reporter under Oregon Revised Statutes; comply with Oregon Department of Human Services requirements. _________________________ EEO/AA and Diversity Statements SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce. ADA accommodations available upon request; contact Human Resources for accommodations. Diversity and Land Acknowledgement Southern Oregon University acknowledges the ancestral homelands of the Shasta, Takelma, and Latgawa peoples and encourages learning about Indigenous sovereignty and history. Links removed for accessibility. Notice to Prospective Employees Clery Act notice and access to the Annual Security and Fire Safety Report are available. For a copy of the report, contact the Office of the General Counsel or visit the SOU Clery Act page. To apply For application, visit: fine-tuned link provided in original posting.
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