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Office Manager

Employer
University of Oregon
Location
Oregon, United States
Salary
Salary Not specified
Date posted
Jun 14, 2022

View more

Position Type
Faculty Positions, Business & Management, Accounting & Finance
Employment Level
Administrative
Employment Type
Full Time


Office Manager

Job no: 529250
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Research/Scientific/Grants

Department: Prevention Science Institute
Appointment Type and Duration: Regular, Ongoing
Salary: $50,000 - $60,000; Commensurate with experience
Compensation Band: OS-OA06-Fiscal Year 2021-2022
FTE: .75 to 1.0; based on successful candidate's preference
Application Review Begins
April 29, 2022; open until filled
Special Instructions to Applicants
Complete applications must include a cover letter, resume, and contact information for three professional references. In your cover letter, please indicate how you meet the qualifications of the position.

This position can be full time (1.0 FTE) or part-time (.75 FTE) based on the successful candidate's preference.
Department Summary
The Prevention Science Institute (PSI) at the University of Oregon is a multi-disciplinary institute focused on understanding human development, preventing behavioral health problems, and implementing effective interventions in community settings. The core mission of the PSI is to improve the lives and well-being of at-risk children, individuals, and families throughout the lifespan.
Position Summary
The Office Manager supports the Prevention Science Institute's (PSI) Director, principal investigators, and research staff, while overseeing daily operations for PSI's offices in Eugene and Portland. The Office Manager (OM) is a vital member of the PSI administrative team and works closely with leadership, PIs, OVPRI, University HR, and relevant central university offices on strategic planning and operational direction based on PSI needs and priorities.

This position holds accountability for maintaining and improving the data and operating systems that are key to PSI's research, including PSI's subject incentives program, purchasing, payroll time-entry, staff on-boarding, and unit policies and procedures. As well, the position is responsible for day-to-day office operations, independent problem-solving, coordinating with central services, and overall smooth functioning of the PSI multiple location and spaces across the state. This position is responsible for providing the leadership team with assessments of emerging operational problems or concerns and works closely with all levels of administration, faculty, and staff to resolve issues.

This position regularly exercises independent judgment and develops units' policies and procedures surrounding financial and office resources. It further interprets and applies the appropriate policies/procedures and rules/regulations to ensure compliance and to facilitate the efficient functioning of operations at PSI. It serves as the point-of-contact for providing direction and information to research and university staff, students, and visitors of PSI. This position is accountable to accomplish goals and objectives set by PSI Directors and must have high-functioning organizational skills, attention to detail, adherence to confidentiality, and discretion.

The Office Manager acts as the primary travel support coordinator for PSI. This position will serve as the research subject matter expert for travel, including coordination with the University travel office, interpreting and advising travelers on university policies, developing and refining processes, conducting and attending trainings, and assisting with the completion of travel expense reports.

The position provides backup to the Assistant Director of Finance and Administration and reports to the Human Resources Manager. This position provides support and supervision to an Office Specialist 2 and up to three student workers.
Minimum Requirements
  • Bachelor's Degree or equivalent combination of skills, education, and experience.
  • Two (2) years of experience providing office or administrative assistance or working in an office environment.
  • Experience with project planning and financial oversight.
  • One year of supervision experience.
    Professional Competencies
  • Exceptional time management skills, with a strong attention to detail
  • Highly motivated to take initiative and perform duties in a way that advances and supports the mission of the department and university
  • Ability to manage multiple priorities with overlapping deadlines and frequent interruptions while maintaining a high level of customer service and professionalism
  • Excellent planning and project prioritization skills
  • Excellent verbal and written English communication skills to obtain, provide, or exchange information with project collaborators and staff, including a capacity for sensitivity, confidentiality, and diligence with regard to human subjects information
  • Ability to work independently as well as in a collaborative team environment
  • Demonstrated ability to engage with those of other cultures or backgrounds as well as to develop knowledge of, respect for, those from a broad array of cultures and backgrounds
  • Demonstrated ability to learn, understand, explain, and comply with university and government policies, rules, and regulations
  • Ability to represent the UO in a professional manner with diverse set of stakeholders including, investigators, staff, administrators, students, and research participants
  • Ability to manage complex environments in a calm, constructive, and professional manner
    Preferred Qualifications
  • Highly proficient in Banner database or similar accounting / HR system
  • Experience managing and tracking large quantities of purchases
  • Experience with payroll processes and systems
  • Experience coordinating travel arrangements and reimbursements

    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 fully vaccinated against COVID-19. For additional information see: https://coronavirus.uoregon.edu/vaccine.

    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/529250/office-manager



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