Advising Office Manager

Advising Office Manager

Job no: 530596
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Office Support, Human Resources, Student Life/Services, Planning/Project Management

Department: School of Journalism and Communication
Appointment Type and Duration: Regular, Ongoing
Salary: $52,000 - $56,000 per year; commensurate with experience
Compensation Band: OS-OA05-Fiscal Year 2022-2023
FTE: 1.0
Application Review Begins

January 9, 2023 (updated); position open until filled
Special Instructions to Applicants

To be considered for this position, please upload the following documents with your online application:
- A resume
- A cover letter highlighting how your knowledge, skills, and experience meet the requirements, competencies, and qualifications outlined in the job posting.
Department Summary

The School of Journalism and Communication (SOJC) is an accredited research and professional school serving approximately 2,500 undergraduates and 100 graduate students both on the University of Oregon campus in Eugene and at the George S. Turnbull Center in Portland. Undergraduate degrees (Bachelor of Arts or Bachelor of Science) are awarded in four majors. Graduate degrees are awarded in five Master of Arts/Master of Science majors and one Ph.D. major. There are currently two undergraduate minors and one graduate certificate.

The SOJC employs approximately 125 faculty and staff, more than 50 graduate employees and about 50 undergraduate student employees. It is one of the oldest journalism programs in the nation, founded in 1916.

The Student Services Center provides comprehensive academic and career advising for prospective and current undergraduates in the SOJC. The hybrid mission of the center is based on a premise that student development and academic goal-setting are interlinked with career development and career goals.
Position Summary

The Advising Office Manager reports to the Director of Student Services, provides executive confidential support to the unit's director, associate director and assistant director, and is responsible for office management of the SOJC Student Services Center ensuring the unit is a welcoming, responsive and service-oriented environment. This position will help with the implementation of advising process and procedures, including annual reviews of the units practices.

This position also provides administrative support to the unit's career and academic advisors, student employees, and all students, faculty, staff and visitors who interact with the unit. They establish office policies and advising schedules and create procedures and workflow for up to 7 team members and approximately 10 student employees. This includes an annual independent review of the unit's practices and implementing changes to maximize efficiency.

This Advising Office Manager will manage personnel functions for the unit's professional staff (organizing vacant position searches, scheduling and coordinating onboarding processes) and student employees (hiring/onboarding documentation, training and supervision). This position manages and supervises two separate student employee teams: undergraduate student ambassadors, and students for the unit/SOJC's welcome desk.

This position also supports advisor scheduling and travel (including pre- and post-travel Concur reporting) and supports the SOJC's undergraduate admissions committee. It also provides administrative support for unit programs, workshops, and large-scale events such as College Block, Duck Days and Commencement.

This position requires an individual who can work in a dynamic team environment as well as independently. They must exhibit professionalism and collegiality in a team environment, and the ability to create a welcoming, inclusive, accessible and professional atmosphere. This includes exhibiting cultural humility and agility, and the ability and commitment to work with individuals from diverse backgrounds.
Minimum Requirements

• Bachelor's degree. Four years' experience can be substituted for degree.
  
• Three years of progressively responsible experience in office management, project coordination, scheduling, administration, or executive assistant.
  Professional Competencies
  
  
• Demonstrated understanding of issues facing diverse groups (e.g. low-socioeconomic, first generation, underrepresented students of color, non-traditional, and under-prepared individuals).
  
• Demonstrated strong written and oral communication skills.
  
• Demonstrated high-level organizational skills with the ability to prioritize and multi-task effectively in a fast-paced, high-traffic, detail-oriented and time-sensitive environment.
  
• Diligently attends to details and pursues quality in accomplishing tasks with minimal supervision.
  
• Recognizes situations that warrant initiative and moves forward without hesitation; resolving issues, problems, or situations.
  
• Ability to anticipate next steps and execute independently.
  
• Demonstrated proficiency with MS Office Suite (or similar). Ability to produce professional correspondence, documents, data reports, and presentations.
  
• Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies.
  
• Knowledge of university policies and procedures.
  Preferred Qualifications
  
  
• Experience with BANNER or similar database.
  
• Experience working at an institution of higher education.
  
• Experience leading projects, programs or departments, with evidence of accountability in achieving unit objectives.
  
• Understanding of undergraduate student engagement and success initiatives.
  
  FLSA Exempt: Yes
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  University of Oregon students and employees are required to be vaccinated against COVID-19. For additional information see: https://hr.uoregon.edu/uo-covid-19-vaccination-requirement-employee-process.
  
  The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
  
  The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.
  
  UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
  
  In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/530596/advising-office-manager
  
  
  
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