Office Manager

Position Information Department Sch of Psychological Sci (CLA) Position Title Office Manager Job Title Office Manager Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary The School of Psychological Science is seeking an Office Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position.

Provides confidential administrative work for the School Director and Executive Team (Associate School Director(s), Strategic Operations Manager, Director of Graduate Programs, Director of Clinical Training). Position establishes and evaluates effective administrative office policies; interprets and applies university policies in multiple settings; serves as the administrative liaison for the school with both internal and external audiences; provides budgetary support and business management oversight; hires, trains, and supervises assigned staff to ensure consistent presence in on-campus buildings. Collects and compiles information on a variety of subjects related to School of Psychological Sciences educational, research, and clinical psychology clinic programs for internal and external communications. Organizes confidential educational, personnel, health and other records. Ensures College of Liberal Arts, School, and accrediting bodies’ policies are followed, assisting in communicating and enforcing with faculty, staff and students.

This position requires analytical skills for evaluating, trouble shooting, and synthesizing issues in order to successfully process and coordinate all work. There is significant interpersonal interaction and access to sensitive information requiring excellent communication skills, discretion, flexibility, and professional poise. This position requires sensitivity to the diversity of backgrounds/identities within the School. 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 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:


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 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.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.


Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU’s safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.





Future and current OSU employees can use the to learn more about the full value of the benefits provided at OSU. Key Responsibilities General Administration and Assistance to – 60%

• Serves as liaison between School Director and faculty, staff, administration, and off-campus contacts;
• Advises faculty regarding university policies and procedures and serves as a resource regarding personnel, finance and other university administrative issues;
• Authorizes purchases and approves invoices; monitors, tracks, and provides input on School budget as a liaison with Finance and Accounting staff.
• Provides confidential administrative assistance to School Director. Collaborates with School Director on confidential matters; assists with the Director’s calendar; responsible for confidential and routine correspondence and communications; prioritizes issues for Director’s attention on routine reporting and scheduling; anticipates needs by furnishing information
• Plans, assists, and maintains records of coordination of external and internal activities, interviews, meetings, and event coordination (all meetings, interviews, conferences, student/family events, and student club-related activities).
• Prepares budgetary and other reports, and other documents as necessary.
• Coordinates facility access and maintenance, including key requests, managing lockouts, and submitting and following up on building facilities requests and surplus orders.
• Periodically review, update, and draft copy for School website.
• Identifies office supplies and machines for general office and specialized spaces (psychology training clinic, research labs) to meet privacy and compliance requirements.
• Ensure general, student educational, mental health, and other office documents are organized and secure, reviewing and updating the file software, file structure, and permissions as needs evolve.

Coordination of Personnel Processes – 15%

• Coordinates personnel processes including (but not limited to) tenure/tenure track hiring, quarterly instructor appointments, graduate assistant hiring, fixed-term faculty and instructor appointment renewals, professional and classified staff positions and position descriptions. Responsible for distributing personnel-related information to appropriate parties.
• Prepares spreadsheets for HR on appointments to be processed each term (including summer) for on-campus and ecampus teaching. Prepares fixed term renewal spreadsheet during Spring term.
• Coordinates with International Services in hiring and reviews of international faculty, instructors, and student records to secure and/or ensure VISA eligibility. Maintains all necessary records and information needed for VISA applications
• Assists with promotion and tenure process for faculty and instructors; maintains confidential records regarding promotion and tenure decisions and takes responsibility for the assimilation and distribution of the promotion and tenure dossiers. Assists with letters of offer for tenure/tenure track appointments, fixed-term reappointments, and new and returning graduate teaching assistants.
• Provides search support to School faculty and other searches. Provide travel and transition support for interviewees, colloquia speakers and newly hired faculty and leadership team members.

Supervision – 20%

• Ensure in-office administrative support and front desk is available 8 am – 5 pm at all needed locations.
• Provides oversight and direct supervision to classified staff. Reviews position descriptions and work plans; assigns and reviews work; prepares and conducts and signs performance appraisals; create professional development plans that benefit individuals and the School; counsels employees regarding employee performance and takes disciplinary action as appropriate in consultation with human resources team and the Director. Approves timesheets

Other Duties as Assigned – 5% What You Will Need

• Bachelor’s degree in psychology, business administration or related field and 3 years office management experience in a complex office environment.
• Ability to organize, plan, prioritize, and manage several tasks and deadlines at once in a busy or complex environment.
• Good judgment, professionalism, and the ability to handle confidential information with care.
• Ability to use Microsoft Office applications and learn new software and systems quickly (such as Workday or digital file management tools).
• Ability to maintain a consistent on-site presence during standard business hours to support front-office operations.
• Knowledge, skills, and experience necessary to work effectively with people from diverse backgrounds in an inclusive educational environment.

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. What We Would Like You to Have

• Initiative, curiosity, and a track record of independently learning new skills, tools, or processes.
• An interest in improving processes, solving problems, and helping a team work more efficiently.
• Coursework or experience in psychology or a related behavioral/social science discipline.
• Experience supervising, training, or providing work direction to regular or student employees.
• Experience coordinating events or multi-step projects.
• Experience—or a demonstrated ability to learn skills necessary for—basic HR support tasks, such as communicating with applicants, scheduling interviews, or helping with onboarding.
• Experience—or a demonstrated ability to learn skills necessary for—basic communications tasks, such as updating a website, posting to social media, or helping prepare newsletters.

Working Conditions / Work Schedule On-site typical office environment, with ability to move between office buildings on OSU campusMay require after hours assistance and/or travel with periodic events Pay Method Salary Pay Period 1st through the last day of the month Pay Date Last working day of the month Recommended Full-Time Salary Range $65,400-$75,000 Link to Position Description