Administrative Program Assistant

Department Ext 4-H Yth Dev OffCmpus (TEX) Classification Title Administrative Program Assist Job Title Administrative Program Assistant Appointment Type Classified Staff Job Location Ontario Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary

The Division of Extension and Engagement and the Extension 4-H Youth Development Program invite applications for fill one full-time Administrative Program Assistant, that will serve Malheur County. Malheur County is one of 10 counties in Oregon that has been identified as a frontier county.

This position is a member of the regional and statewide team of the OSU Extension 4-H Youth Development Program. This APA works as a team member to support planning and conducting activities that bring 4-H Youth development throughout the County. The position has regular contact with the public to promote awareness and interest in 4-H programs, and engage the public as volunteers, participants, and partners.

Program Mission

4-H provides young people with intentional, high quality learning experiences that promote positive interactions with adults and peers, sustained and active participation across time, and opportunities to make meaningful contributions to the world around them. This mission is accomplished through the work of volunteers, youth, community members and professionals who organize and conduct learning experiences in club, group, community, and family settings. Programs are implemented in a manner that is consistent with the best practices in the field to youth development and respectful of local norms and culture.

The Oregon State University Extension and 4-H Youth Development Programs reach close to 100,000 young people annually through out-of-school, after-school, and in-school programming. 4-H staff may teach, develop materials, coordinate digital outreach activities, and provide administrative oversight to a broad array of programs which may involve minors, animals, and firearms. Some 4-H experiences may require transportation of members in motor vehicles and chaperoning overnight accommodations. 4-H staff are also required to assure compliance with Federal and State regulations related to youth protection, fund-raising, taxation, and the nonprofit status of 4-H and affiliated organizations.

Purpose of Position

The 4-H Administrative Program Assistant (APA) position collaborates with, and supports the efforts of, the 4-H faculty member and program staff. This includes organizing and/or supporting specific 4-H events and training programs, providing office assistance to clientele, maintaining records and documentation (both physical and digital) of clubs, leaders and members involved in the 4-H program in Malheur County, assisting with recruitment, maintaining and carrying out the 4-H program and other Extension programs as needed.

About the division:

The Division of Extension and Engagement (Division) is core to Oregon State Unviersity’s mission. The Division helps create real solutions and positive impact across Oregon and beyond. The Division is aligned under the leadership of the Vice Provost for Extension and Engagement. To learn more about our Division and its core units and initiatives, please visit our website: https://engagement.oregonstate.edu/.

OSU Extension Programs, partnerships and volunteer opportunities are focused on:

• Healthy communities and economies
• Resilient and productive forests and natural ecosystems
• Sustainable agriculture, food systems, and gardening
• Thriving youth, individuals and families

The OSU Division of Extension and Engagement has built the capacity and expectation for employees to use digital communications and technologies in the modern-day workplace. This reflects our demonstrable commitment to using digital communications tools and changing technologies as a primary way to raise Oregonian’s awareness of and engagement with our organization, programs and resources.

Commitment to Inclusive Excellence

Oregon State University is committed to a culture of belonging and collaboration. We envision collaborative and respectful environments that are safe, inclusive, and welcoming. All employees are responsible for achieving this commitment. This commitment includes, but is not limited to, complying with Civil Rights and Language/Visual Access regulations.

In addition, this individual will work with the managing faculty member to design, develop, maintain and/or carry out Extension programs to ensure that educational programs and outreach activities serve diverse populations, including those that have been historically marginalized/excluded from participation.

OSU Division of Extension and Engagement’s Diversity, Equity, and Inclusion Unit https://extension.oregonstate.edu/about/diversity-equity-inclusion

OSU Mission Statement

https://leadership.oregonstate.edu/trustees/about-board/oregon-state-university-mission-statement

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

This Administrative Program Assistant embeds the commitment of the university to inclusive excellence in all interactions and duties performed and contributes to a safe, welcoming and respectful learning and workplace environment.

35% 4-H Malheur County Club and Fair Coordination & Support

• Update the 4-H section of the County Fair book annually with changes from the state fair book and 4-H committees.
• Assist 4-H staff in managing, coordinating, and staffing the 4-H Fair Office for the annual county fair.
• Provide administrative support for major off-site 4-H events such as County Fair. Transport supplies and equipment to and from off-site events. Travel is required.
• Set up ShoWorks program annually. Manage the online entry process. Collaborate to process fair entries and payments, update correspondence and forms, and prepare fair entry materials (County & State).
• Track all Malheur County 4-H State Fair Exhibitors and entries per instructions from State 4-H Program.
• Update 4-H County Fair results, noting all fair exhibits that have been selected to advance to annual Oregon State Fair. Input the State Fair results into the appropriate State 4-H ShoWorks program.
• Work with 4-H Faculty and volunteers to prepare 4-H Fair Report of number of youths, exhibitors and animal breeds in attendance to present to the Malheur County Fair management, following OSU policies, rules, and procedures and the County 4-H Association Agreement.
• Accept, respond to, and process inquiries from youth and adults interested in 4-H program participation. Explain the 4-H program to potential volunteers, members, and members’ parents. Establish and maintain system of tracking club and member placement.
• Assist the managing 4-H faculty member with 4-H enrollment data management using the 4-HOnline System; respond to questions for setting up or accessing an account; generate reports for the managing 4-H faculty member and/or regional director upon request; and participate in trainings for Extension 4-H statewide database users.

30% 4-H Adult and Youth Volunteers Coordination

• Act as a liaison for current and potential 4-H Volunteers. Provide instructions and respond to questions regarding the 4-H Volunteer Application Process. Respond to inquiries and concerns in a timely manner.
• Coordinate volunteer approval process, including reference checks, Criminal History Check, training date(s) completion. Maintain volunteer spreadsheet and individual volunteer files for faculty review. Send and follow up on volunteer applications and re-certification documents. Ensure compliance and explain polices when questions arise.
• Liaise with OSU Office of Youth Safety and HR to comply with OSU volunteer guidelines and ensure compliance. Work with HR to initiate and track criminal history checks for new volunteers. Track and arrange for all current 4-H Volunteers to complete 24-month Criminal History Checks as appropriate. Keep the OSU Youth Safety Registry up to date for Malheur County. Answer questions and explain polices and rules as needed.
• Assist 4-H Faculty with the arrangement of new volunteer training as needed.
• Assist with 4HOnline enrollment of all new volunteers, including 4-H club-based programs and specialty programs. Generate reports as needed.
• Guide and assist volunteers with on-line training process.
• Track continuing education requirements.
• Work with faculty to edit new leader training materials. Assemble handouts and training aids.
• Responsibilities as it relates to OSU relationships with County 4-H association includes:
• Coordinate with managing faculty to ensure that County 4-H Association agreements are on file and followed;
• Follow OSU financial policies, standards, rules, procedures, and best practices and the County 4-H Association agreement;
• Refer to the 4-H procedures handbook for working with the County 4-H Association.

30% General 4-H Program Support

• Provide administrative assistance and resources in support of Malheur County Extension 4-H activities and events.
• Maintain archives of past 4-H activities, photos, records and supplies.
• Display professional and friendly customer service as a primary contact, and often first point of contact, for 4-H Program and OSU Extension Service.
• Answer questions regarding 4-H State Program rules, policies, procedures for 4-H members, volunteers, parents, and other interested persons.
• Develop and provide educational materials, program information and outreach activities using digital communication and engagement tools and systems, such as the Extension website.
• Use technology as a tool to increase the reach and impact of program delivery on constituents, including participating with Ask Extension and using the division’s customer relationship management system.
• Participate in annual Civil Rights Reporting and other reporting requirements with 4-H Faculty.
• Participate in 4-H Team meetings, offering recommendations for programming and procedures.
• Assist faculty with reviewing, maintaining and tracking program supplies and curriculum inventory. Assist faculty with ordering supplies for the Malheur County 4-H program. Remove and recycle obsolete 4-H curriculum and/or supplies as needed.
• Collaborate with 4-H faculty to manage, update and maintain the Malheur County 4-H website and social media with appropriate 4-H information, program details, web calendar of events and other information. Follow OSU and division brand guidelines, digital publishing standards and digital contact management data integrity practices for programmatic communications, marketing and engagement.
• Be available at prearranged times to assist with moving program supplies in the county office and storage site.
• Assist with creating/editing the 4-H newsletter. Handle correspondence and update 4-H materials and documents.
• Utilize appropriate print and digital tools to reach intended audience segments.
• Design, coordinate, and support promotional and educational displays at county fair and other 4-H and community events. Provide promotional kits for volunteers to conduct 4-H recruitment programs. Maintain supply of promotional materials, swag and brochures.

5% Other Duties as Assigned

• Provide back-up and assistance for front office when necessary for walk-ins, phones, deliveries and visitors.
• Complete all other duties as assigned.
• Use digital project management, work production and collaboration tools for efficient internal work.
• Ensure communications follow OSU marketing and non-discrimination best practices.
• Ensure confidentiality is maintained as specified by OSU and 4-H policies.
• Attend trainings and professional development required for position, including those to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.

What We Require

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.

What You Will Need

• Demonstrated oral and written communication skills.
• Experience with customer service and problem-solving.
• A demonstrable commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.
• General Knowledge and ability to use computers, including proficiency with information technology, professional office software and collaborative work platforms.
• Demonstrated ability to interact successfully with adult volunteers.
• Ability to learn and adapt using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.
• Ability to multi-task and meet critical deadlines with numerous interruptions. Ability to manage time.
• Ability to prioritize daily and weekly tasks with team and supervisor.
• Demonstrated ability to work independently with minimal supervision.

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 University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

What We Would Like You to Have

• Associate or Bachelor degree related to office management.
• Experience working with youth or with adult volunteers in an organized program.
• Experience working with diverse audiences and cultures.
• Ability to incorporate use of web, social media, newsletter or other digital technologies in program development or outreach activities to achieve goals.

Working Conditions / Work Schedule

• Monday-Friday, 8:00 am – 5:00 pm
• Occasional evenings or weekends as needed for 4-H events or training.
• Ability to lift up to 50 lbs. of 4-H event materials and equipment.
• Ability to travel in and out of state for 4-H events and trainings.

Pay Method Hourly Pay Period 16th – 15th of the following month Pay Date Last working day of the month Min Salary $18.57 Max Salary $27.69 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/150443

Posting Number P04794CT Number of Vacancies 1 Anticipated Appointment Begin Date 07/01/2024 Anticipated Appointment End Date Posting Date 05/06/2024 Full Consideration Date 05/20/2024 Closing Date 06/06/2024 Indicate how you intend to recruit for this search Competitive / External – open to ALL qualified applicants Special Instructions to Applicants

To ensure full consideration, applications must be received by 5/20/2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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 this position.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

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

For additional information please contact:

Carol Waggoner, carol.waggoner@oregonstate.edu, 541-575-1911

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.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

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