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Administrative Program Assist

Please see Special Instructions for more details.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions. Typically, the starting salary is at the lower end of the salary range. For additional information please contact: Tiffany Woods, Tiffany.Woods@oregonstate.edu. OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

Position Details

Position Information

Department Sea Grant (RSG)
Classification Title Administrative Program Assist
Job Title Administrative Program Assist
Appointment Type Classified Staff
Job Location Corvallis
Position Appointment Percent 50
Appointment Basis 12
Pay Method Hourly
Min Salary $2555
Max Salary $3796
Employment Category Regular
Position Summary

This recruitment will be used to fill one part-time (approximately 20 hours per week) Administrative Program Assistant position for Sea Grant at Oregon State University (OSU).

This position fulfills Oregon Sea Grant’s requirement to report work performed by Sea Grant-funded individuals to the National Sea Grant Library. This position also serves as a content strategist who plans and implements ways to disseminate OSG-related content and amplify awareness of the value of OSG.

Oregon Sea Grant Communications assists OSG-supported researchers and Extension specialists with their communications needs. The team produces videos, shoots photos, writes stories, edits publications, manages OSG’s website and social media pages, and oversees the design of exhibits at the Hatfield Marine Science Center’s Visitor Center. Based at Oregon State University since 1971, Oregon Sea Grant funds research and scholarships, operates the HMSC Visitor Center in Newport, and provides educational opportunities for K-12 students and teachers. It is one of 33 university-based Sea Grant programs.

Position Duties

50% Distribution of Content to National Sea Grant Library

Serves as OSG’s liaison with the National Sea Grant Library (NSGL). Reports products funded or created by OSG and OSG-supported individuals to the NSGL. Communicates with researchers and staff to obtain information needed for reporting requirements. Assigns product numbers to publications and other content. Meets deadlines. Sends out mandatory mailings. Uses Digital Measures and eSeaGrant or other applicable systems to collect necessary information. Informs communications manager of theses, dissertations and journal articles in a timely manner. Identifies and implements ways to make the workflow more efficient. Updates desk manual to incorporate changes to workflow.

30% Distribution of Content to Media, Communicators and Others

Creates and amplifies awareness of OSG’s work by informing others about it, including the media and communicators and others at the National Sea Grant Office, the Extension Service, Oregon State University, and the institutions of the researchers whom OSG funds. Writes content, including summaries of OSG-produced materials, and posts it in the catalog, on the blog and other places on OSG’s website. Disseminates those web links to appropriate audiences. Monitors media mentions using Google Alerts or other applicable software. Distributes print and electronic copies of OSG’s newsletter to a list of individuals that the position customizes each issue. Uses MailChimp or other email marketing service to distribute content. Knows who the communicators are at OSU’s colleges and departments and builds rapport with them. Contacts communicators at other institutions and reporters at media outlets and also builds rapport with them. Documents impact of position’s efforts, including how and when content is used by media outlets, social media pages, OSU and others institutions. Compiles these impacts into an annual written report for the communications manager. Prints and saves stories that are published as a result of position’s distribution efforts.

10% Other duties
Creates invoices for orders for publications and DVDs. Monitors email for orders. Assists with other duties as assigned, which could include creating ADA-compliant PDFs, uploading photos into Flickr, serving on Thematic Working Group(s), participating in conference calls with the national Sea Grant network; and attending conferences and OSG’s program-wide meetings.

5% Lead work for student employee

Coordinates the work of at least one student employee, who fills and ships orders for publications and DVDs, maintains inventory, and performs other duties that are approved by the communications manager. In the absence of a student employee, this position performs the student employee’s duties.

5% Professional development

Stays current on skills, technology, software and databases – such as Drupal, Google Alerts, Digital Measures, eSeaGrant and MailChimp – that are necessary to perform the job.

Minimum Qualifications

Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.

Additional Required Qualifications

• Excellent grasp of the English language and grammar rules
• Excellent attention to detail with respect to spreadsheets and written communications
• Ability to summarize information
• Excellent organizational skills with respect to management of emails
• Proficiency in Microsoft Office suite
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OAR 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.

Preferred (Special) Qualifications

• Two years of work experience in a field related to communications, journalism, website management, or content strategy.
• Bachelor’s degree in English, communications, journalism, humanities, marketing, computer science or a business-related field
• Proficiency with Adobe Creative Cloud suite, including In Design, Adobe Illustrator and Photoshop
• Experience using MailChimp or other email marketing service
• Experience with Drupal or other website management system
• Knowledge of Associated Press Stylebook
• Familiarity with marine subjects
• Familiarity with the nature, style and format of academic publications
• Demonstrable commitment to promoting and enhancing diversity

Working Conditions / Work Schedule
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. No
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No

Posting Detail Information

Posting Number P00936CT
Number of Vacancies 1
Anticipated Appointment Begin Date 07/15/2017
Anticipated Appointment End Date
Posting Date 05/09/2017
Full Consideration Date 05/23/2017
Closing Date 06/06/2017
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Tiffany Woods, Tiffany.Woods@oregonstate.edu.

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Describe a time when you’ve been innovative or you offered a suggestion for improving the process for doing something. What was the issue or process you were trying to improve and what was your suggestion or idea? Was your suggestion or idea implemented, and if so, what was the result?

    (Open Ended Question)

  2. * Suppose that Oregon Sea Grant has written a story about research it funded on ocean acidification. The research was conducted in Newport, Oregon, by several faculty members who work for the following: the Oregon State University Extension Service; the OSU College of Engineering, the University of Oregon and the Oregon Department of Fish and Wildlife. To whom would you promote this story and how would you do that?

    (Open Ended Question)

  3. * What has been your favorite job and why?

    (Open Ended Question)

Documents Needed to Apply

Required Documents
Optional Documents