Administrative Program Specialist

Administrative Program Specialist

Job no: 531116
Work type: Classified Staff
Location: Eugene, OR
Categories: Accounting/Finance, Admissions/Financial Aid/Enrollment Management, Administrative/Office Support, Human Resources

Department: EM Admissions
Classification: Administrative Program Specialist
Appointment Type and Duration: Regular, Ongoing
Salary: $18.92 - $28.59 per hour
FTE: 1.0
Review of Applications Begins

Position closes February 13, 2023
Special Instructions to Applicants

For full consideration, complete applications should include:

• A current resume or CV;
  
• A cover letter that demonstrates how your skills and experience meet the minimum and preferred qualifications, which includes identifying any transferable/non-traditional skills.
  
• Names and contact information for three professional references. References will be contacted if you are a finalist in the search, and you will be contacted first.
  Department Summary
  
  The Office of Admissions is responsible for attracting, recruiting, and enrolling a highly-qualified, diverse student body. The office has overall responsibility for representing the university to prospective students and their families at a variety of venues including campus events, high schools and colleges in Oregon and throughout the United States, and at selected international locations. Guided by a strong commitment to excellent customer service, the office supports students throughout the application and enrollment process. Each year the office researches and responds to nearly 100,000 inquiries related to the admissions process as well as evaluating approximately 30,000 applications for admission. The work is completed within University admission standards, and policies, as well as related state and federal laws and regulations. Admission is offered to approximately 18,000 students and results in the enrollment of nearly 5,500 new undergraduates each year.
  Position Summary
  
  The purpose of this position, within the program described above, is to provide administrative and fiscal support in the areas of budget, HR, payroll, and travel for the Office of Admissions. The position follows procedures for the execution of the Admissions' budget and conducts technical fiscal functions involving accounting, budgeting, payroll, contracting, and purchasing. This position ensures compliance with related university, state, and federal rules, policies, regulations, and laws as applied to accounting, budgeting, and payroll and ensures all applicable controls are in place. This person is responsible for interpreting rules, laws, policies, and procedures and applying that interpretation to both routine and non-routine situations. They must be able to apply independent judgment to make decisions and know when to escalate matters to a manager. The APS also provides administrative support to the department's Senior Leadership and professional staff which consist of performing essential duties, services, and operational activities. This position frequently supports special projects within the office, including conducting research, analyzing information, forming conclusions, and presenting those conclusions in reports.
  Minimum Requirements
  
  
• 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.
  Professional Competencies
  
  
• Ability to gather, analyze, and process data in a financial system.
  
• Ability to interpret and apply rules and regulations in a compliant manner to routine and non-routine situations.
  
• Ability to explain (verbally and in writing) complex rules and regulations to various audiences in a meaningful and effective manner.
  
• Confidentiality, professionalism, and excellent analytical, written, and verbal communication skills.
  
• Proficiency in computer software technology.
  
• Independent problem-solving skills.
  
• Exceptional customer service skills and the ability to represent admissions and the university in a friendly, helpful, and professional manner.
  
• Strong attention to detail.
  
• Ability to review contract terms and conditions to ensure compliance with applicable purchasing rules and regulations.
  
• Ability to analyze and reconcile accounts and accounts payable transactions.
  
• Ability to train users on system processes.
  
• Ability to establish and maintain open, effective, and positive working relationships with clients, co-workers, superiors, representatives of other organizations, and the general public. The employee must work effectively within an increasingly diverse population.
  Preferred Qualifications
  
  
• Bachelor's degree or other post-secondary education in accounting.
  
• Experience using Ellucian Banner.
  
• Three years of accounting experience.
  
• Accounts Payable experience.
  
• Fund account reconciliation experience.
  
• Experience uploading forms and documents into databases.
  
• Special events planning and coordination.
  
• Travel arrangement preparation.
  
  FLSA Exempt: No
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
  
  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/531116/administrative-program-specialist
  
  
  
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