Southern Oregon University · 13 hours ago
Administrative Program Specialist
Southern Oregon/Ashland Campus
Full-time
Onsite
Entry Level
$22.84/hr - $24.99/hr
2+ years expSouthern Oregon University is seeking an Administrative Program Specialist for the Ronald E. McNair Post-baccalaureate Achievement Program. This role involves providing administrative support, coordinating events and workshops, and assisting students in their academic journey towards graduate education.
Higher Education
No H1B
Responsibilities
Maintains all documentation and records for the program in a clear, accurate, and well-organized manner
Respect confidentiality of documents and Scholar information
Maintain efficient filing system for student participant files and personnel files – electronic and paper
Enter data into the appropriate McNair Database
Compose, revise and distribute: Informational materials for campus and local community and Scholar, Internship, and Mentor Handbooks
Compile and edit: Scholar Intern articles for publication in the annual McNair Scholars Journal and Winter/Spring McNairium Newsletters
General office duties including: take, transcribe, and distribute notes for program staff meetings and Advisory Council meetings; sort mail; typing; correspondence; operate office machines
Troubleshoot computers and equipment and contact the SOU IT department when necessary
Monitor office inventory, research, and order office supplies and machines in coordination with the Program Director
Ensure all department expenditures are in compliance with McNair legislation and the code of Federal Regulations
Keep accurate inventory list of Scholar Lending Library and research machines; monitor check-out records and follow up on items checked out
Respond to phone calls and visitors, respecting confidentiality when appropriate
Respond to inquiries or requests regarding McNair program policies, processes, and services; answer questions and provide program information to applicants
Explain and clarify program policies, processes, and procedures to students, staff members, faculty members, and the public and refer appropriate questions to the Program Director
Scheduling: reserve rooms for McNair seminars and workshops, set appointments and maintain calendar for the Program Director
Coordinate event planning for Orientation; Recognition; Symposium; and annual Advisory Council meeting: makes arrangements for dates, facilities, catering, advertisement, dissemination of related materials, and preparing post-event reports to the Program Director
Maintain current listings of campus and community events and attend all four McNair program events
Program Recruiting: prepares flyers and materials, and distributes as needed
Retrieve information from the Student Information System (SIS) and set record attributes and retrieves information from IReports (state database) and submit reports to the Program Director
Updates and modifies content of the McNair program website. Types and updates forms and internal reports for the Program Director
Use Qualtrics report features to export data received from Scholar, Alumni, and Mentor surveys: manipulate data exported into Excel to provide reports with requested information to Program Director
Maintain all Policies and Procedures manuals and handbooks for the program
Assist with annual program reporting data collection, as well as creation of required federal reports
Meet with program participants to provide academic advising and process travel and program assignments
Photograph program events, as well as scholars for website creation
Create program marketing materials(brochures, fliers, signs, posters, video), and interface/coordinate with outside contractors for printing needs
Maintain connections and communications within the institution, and the wider community, for program support (local print shop, event locations, and institutional offices that provide support for the program)
Provide instructional workshops for program participants to enhance academic success at the undergraduate and graduate level
Coordinate presentation of program benefits campus-wide by organizing and presenting information during recruitment to classes on campus
Coordinate the work and scheduling of up to 5 student workers
Post advertisements for work study student workers in the career services website, review submitted applications, conduct interviews of potential student employees and maintain student employment referral forms and complete student employee files
Maintain an up-to-date McNair Student Employee Procedures Handbook and ensure that new student employees receive an orientation to the procedures and adhere to current FERPA laws
Work with SOU IT department to ensure proper student worker access available on program drive
Maintain scheduling for student workers each term, and monitor hour usage and recording
When applicable, approve monthly student worker time sheets
Assign short- and long-term projects for student workers in a clear and well-organized manner, monitor work projects and assist when necessary
Review student workers’ completed work for accuracy and clarity
Demonstrate to student workers how to make short informational presentations about the program
Address basic personnel issues that arise within students’ work in the program
Coordinate and present workshops for Scholars to include: undergraduate funding and graduate level funding workshops, Graduate Record Examinations review workshop, and software workshops specific to assignments required in seminars (curriculum vitae and power point presentations)
Coordinate and make presentations across the institution during recruitment periods (Spring and Fall terms)
Attend professional development training, campus workshops, and IT seminar classes regularly in order to stay current with the skills necessary to meet office needs
Performs additional duties as assigned by the Program Director
Qualification
Required
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
Preferred
Prefer completion of one or more years of post-secondary education
Experience working with individuals from diverse, multicultural backgrounds
Preferred competencies using: Microsoft Word 2010 and Excel 2010, Adobe InDesign, Adobe Acrobat XI Professional, Photoshop, Joomla, and Qualtrics
Requires experience working in an office environment managing records, keeping accurate accounts, and performing receptionist, secretarial, and website support requiring advanced computer skills and excellent verbal and written communication skills
Requires a commitment to the program goals and mission, an understanding of the barriers confronting program participants, and a commitment to providing students with assistance that will help them to succeed in the program
Benefits
Benefits Eligible: Yes
To view SOU’s very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.
Company
Southern Oregon University
Southern Oregon University is a school in Ashland.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Kathleen Gamer Gamer
Founder/Adviser/Mentor UN SOU
Thomas Battaglia
Chief Information Officer
Recent News
Government Technology US
2025-08-05
2025-03-04
Business Journals
2022-09-16
Company data provided by crunchbase