Southern Oregon University
Pre-College Youth Programs Administrative Program Assistant
Southern Oregon University, Ashland, California, United States
* Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant’s qualifications and interest in the position; and (2) current resume/CV. **- PLEASE NOTE - during the application process, you will be prompted to attach these documents in the area titled "Resume." Please either combine ALL documents into ONE attachment, OR upload each item separately in this section. Failure to upload ALL of the required documents may disqualify application from consideration.*** For inquiries and additional information, please contact Human Resource Services via email at
or by phone at (541)552-8553.* Three years of office experience which includes two years at full performance level and experience generating documents; and* Lead work responsibility or coordination of office procedures* Five years experience in general office work* Bachelor’s degree* Intermediate level of experience with Microsoft Office programs, especially Excel* Experience composing, editing, and proofing 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+ years working in higher education, nonprofit organizations, education systems, or with youth* Manage registration processes for an extensive array of youth programs in multiple complex systems (including Banner/Workday, IdealLogic, hard copy, and Excel), including training support staff for 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, assist, and explain registration/application processes, rules, laws, and policies with professionalism and service excellence as a core value.* Maintain a complex multi-program calendar with critical dates for communications, application opening/due dates, and planning benchmarks.* Manage and anticipate timelines, content, and audience for communications regarding departmental activities and university policies, processes, and procedures. Understand varying constituent needs. Strategize and modify activities and messages accordingly for external constituents, school district contacts, and affiliate adjunct faculty and instructors.* Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media presence, email and text messaging, and mailed communications for multiple programs.* Oversee and implement back-end preparation for all non-credit programs. Anticipate potential problems, and identify and enact solutions.* Meet with the program director to review new program details and make recommendations. Research opportunities, competitors, potential, and current partnerships. Assess the current landscape and trends and make recommendations accordingly.* Create and manage systems for tracking and reporting of data as required to meet grant guidelines.* Organize, process, and prepare applications from multiple programs for review and acceptance. Review applications against program criteria and make acceptance determinations.* Establish and maintain student information digitally for all programs; proficient use of complex CRM system to create, run, and analyze reports and ensure accuracy of data collection.* Plan and execute small and large-scale event logistics including food and room reservations; support volunteer recruitment and training.* Serve as a liaison to the campus community.* Independently create flyers, certificates, and other documents for program use. Assemble and distribute materials and prepare for programs. Ensure accuracy and anticipate needs.* Act as webmaster. Ensure the website is up to date with pertinent, engaging, accessibility-compliant, and helpful information in conjunction with program openings and deadlines.* Take registration payments via cash, check, and credit card. Apply online deposits to credit registrations. Handle daily deposits, including reconciling online payments for registrations and delivery to Business Services. Create, distribute, and follow up on invoices to external partners.* Purchase, procure, and manage departmental inventory. Anticipate and initiate orders for programs.* Hire, train, and supervise student and temporary workers to assist with program preparation tasks and registrations.* Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.* Ability to answer inquiries,
explain rules, regulations, policies, and procedures; compose, format, and edit written communication; maintain a filing system; use an automated accounting system.* Ability to work with frequent interruptions and deal politely with the public.* Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.* Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.* Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.* Strong analytical and research skills; demonstrated ability to gather, evaluate, and develop well-reasoned conclusions and recommendations.* Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.* Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.* Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters* Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.* Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.* Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.* Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.* Willingness to work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.* Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.* Demonstrated ability to provide training and direction to student assistants.* Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.* 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.* This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).* The person holding #J-18808-Ljbffr
or by phone at (541)552-8553.* Three years of office experience which includes two years at full performance level and experience generating documents; and* Lead work responsibility or coordination of office procedures* Five years experience in general office work* Bachelor’s degree* Intermediate level of experience with Microsoft Office programs, especially Excel* Experience composing, editing, and proofing 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+ years working in higher education, nonprofit organizations, education systems, or with youth* Manage registration processes for an extensive array of youth programs in multiple complex systems (including Banner/Workday, IdealLogic, hard copy, and Excel), including training support staff for 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, assist, and explain registration/application processes, rules, laws, and policies with professionalism and service excellence as a core value.* Maintain a complex multi-program calendar with critical dates for communications, application opening/due dates, and planning benchmarks.* Manage and anticipate timelines, content, and audience for communications regarding departmental activities and university policies, processes, and procedures. Understand varying constituent needs. Strategize and modify activities and messages accordingly for external constituents, school district contacts, and affiliate adjunct faculty and instructors.* Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media presence, email and text messaging, and mailed communications for multiple programs.* Oversee and implement back-end preparation for all non-credit programs. Anticipate potential problems, and identify and enact solutions.* Meet with the program director to review new program details and make recommendations. Research opportunities, competitors, potential, and current partnerships. Assess the current landscape and trends and make recommendations accordingly.* Create and manage systems for tracking and reporting of data as required to meet grant guidelines.* Organize, process, and prepare applications from multiple programs for review and acceptance. Review applications against program criteria and make acceptance determinations.* Establish and maintain student information digitally for all programs; proficient use of complex CRM system to create, run, and analyze reports and ensure accuracy of data collection.* Plan and execute small and large-scale event logistics including food and room reservations; support volunteer recruitment and training.* Serve as a liaison to the campus community.* Independently create flyers, certificates, and other documents for program use. Assemble and distribute materials and prepare for programs. Ensure accuracy and anticipate needs.* Act as webmaster. Ensure the website is up to date with pertinent, engaging, accessibility-compliant, and helpful information in conjunction with program openings and deadlines.* Take registration payments via cash, check, and credit card. Apply online deposits to credit registrations. Handle daily deposits, including reconciling online payments for registrations and delivery to Business Services. Create, distribute, and follow up on invoices to external partners.* Purchase, procure, and manage departmental inventory. Anticipate and initiate orders for programs.* Hire, train, and supervise student and temporary workers to assist with program preparation tasks and registrations.* Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.* Ability to answer inquiries,
explain rules, regulations, policies, and procedures; compose, format, and edit written communication; maintain a filing system; use an automated accounting system.* Ability to work with frequent interruptions and deal politely with the public.* Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.* Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.* Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.* Strong analytical and research skills; demonstrated ability to gather, evaluate, and develop well-reasoned conclusions and recommendations.* Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.* Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.* Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters* Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.* Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.* Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.* Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.* Willingness to work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.* Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.* Demonstrated ability to provide training and direction to student assistants.* Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.* 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.* This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).* The person holding #J-18808-Ljbffr