Administrative Specialist at Portland State University in Portland, Oregon

Job Description:

Equal Opportunity Employer/Veterans/Disabled


Portland State University


Position Details
Position Details

Proposed Start Date	10/16/2024
Classification Title	Office Specialist 2
Working Title	Administrative Specialist
Department	222800 - OCD Oregon Center for Career Devel
Position Number	D95915
Representation	OP - SEIU/OPEU Local 503
Position FTE	1.0
End date, if applicable	06/30/2025

Position Summary

Brief Description of PSU/School/Dept	Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners. More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation. This position exists at the Oregon Center for Career Development in Childhood Care and Education (OCCD), located within the PSU College of Education. OCCD promotes the quality of childhood care and education for Oregon’s children and families by providing a statewide career development system for practitioners. For more information about OCCD visit our website at https://www.pdx.edu/education-career-development/
Position Summary	The Administrative Specialist position provides general and specialized program support to the daily operations of the Oregon Center for Career Development in Childhood Care and Education (OCCD) and Oregon’s early learning professionals that we serve. OCCD’s Administrative Specialist provides complex cross-program phone, online, and in person technical assistance to Oregon’s early childhood workforce during the 8:00 – 5:00 business hours. Examples of job duties performed by this position: Answer phones, organize and maintain hard copy files and records, including oversee filing and record retention projects; coordinate translation projects; process invoices; complete copy projects; process incoming and outgoing physical and digital mail; oversee the work of 1-4 student workers; assist with newsletter, website, and social media communication updates; maintain office supply inventory; troubleshoot with the Office of Information Technology and other general office system providers on technical issues; and other duties as assigned. This position is designated as “hybrid remote,” meaning you will be working both remotely (from home) and in an office environment at Portland State University. The designation of hybrid remote may be subject to change at a future time. This position may require travel and attending meetings off-site. Office environment with computer terminals, printers, multi-line telephones, fax machines, and copy machines. Ability to perform repetitive hand/wrist/arm movements. Ability to work at a computer terminal for long periods of time. Funding is expected to be renewed.
Minimum Qualifications from Classification	Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR An Associate’s degree in Office Occupations or Office Technology; OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology AND one year of general clerical experience. Note: College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional Minimum Qualifications for this Position	Excellent communication skills, including: experience with customer/public information service, ability to speak clearly on the telephone and be understood, ability to effectively communicate with co-workers/colleagues. Experience with word processing, data input, and databases. Ability to accurately alphabetize documents. Strong time-management skills with the ability to work well under pressure, in a fast paced, multi-project office environment. Attention to detail. Flexibility/adaptability. Ability to understand and work with a variety of programs and individuals. Strong collaborative skills with the ability to organize and oversee the work of others.
Preferred Qualifications	Accounting and/or fiscal experience General knowledge of or interest in Childhood Care and education field. General knowledge of Professional Development systems and programs. Comfort with navigating and learning new software. 1+ years of office management experience. Oral and written bilingual communication skills –English/Spanish, Russian, Vietnamese, or Chinese.
Key Cultural Competencies	Creates an environment that acknowledges, encourages and celebrates differences. Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.
Environmental Stewardship	Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.
Work Days/Hours	Monday to Friday 8am-5pm
Total Compensation Range & Benefits Statement	The starting hourly rate for this position will be between $17.24 and $19.29. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR. PSU’s excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities :https://www.pdx.edu/human-resources/benefits-psu

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Please explain your customer service philosophy and describe a time when you dealt with a challenging customer service situation.

   (Open Ended Question)

2. * How do you make your work environment efficient and handle multiple tasks (i.e., keeping track of tasks and following through)?

   (Open Ended Question)

3. * Do you have reception experience including greeting guests or customers and answering multi-line phones?
   • Yes
   • No
4. * How did you first find out about this position?
   • PSU Website
   • Indeed.com
   • HERCJobs
   • Urban League of Portland
   • Hispanic Metropolitan Chamber
   • Oregon Employment Department
   • Social Media
   • Person Referral
   • Career Builder
   • Glass Door
   • Other - Please describe in the next Question
5. If you selected Other, please describe.

   (Open Ended Question)

Applicant Documents
Required Documents

1. Resume
2. Curriculum Vitae
3. Cover Letter

Optional Documents

PI249839460

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