Pre-College Youth Programs Administrative Program AssistantSouthern Oregon University • Ashland, OR, US
Pre-College Youth Programs Administrative Program Assistant
Southern Oregon University • Ashland, OR, US
30+ days ago
Job type
- Full-time
Job descriptionFive years experience in general office work Bachelor's degree Intermediate level of experience with Microsoft Office programs, especially Excel Experience composing, editing, and proofing correspondence Experience in basic accounting Web page management and social media marketing experience with demonstrated effectiveness Working knowledge of Banner SIS Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign) Two+ years working in higher education, nonprofit organizations, education systems, or with youth Manage registration processes for an extensive array of youth programs in multiple complex systems (including Banner / Workday, IdealLogic, hard copy, and Excel), including training support staff for these functions; Serve as the primary point of contact for prospective and current program participants, families, community, teachers, coaches, and program partners by phone, email, and in person. Greet, assist, and explain registration / application processes, rules, laws, and policies with professionalism and service excellence as a core value. Maintain a complex multi-program calendar with critical dates for communications, application opening / due dates, and planning benchmarks. Manage and anticipate timelines, content, and audience for communications regarding departmental activities and university policies, processes, and procedures. Understand varying constituent needs. Strategize and modify activities and messages accordingly for external constituents, school district contacts, and affiliate adjunct faculty and instructors. Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media presence, email and text messaging, and mailed communications for multiple programs. Oversee and implement back-end preparation for all non-credit programs. Anticipate potential problems, and identify and enact solutions. Meet with the program director to review new program details and make recommendations. Research opportunities, competitors, potential, and current partnerships. Assess the current landscape and trends and make recommendations accordingly. Create and manage systems for tracking and reporting of data as required to meet grant guidelines. Organize, process, and prepare applications from multiple programs for review and acceptance. Review applications against program criteria and make acceptance determinations. Establish and maintain student information digitally for all programs; proficient use of complex CRM system to create, run, and analyze reports and ensure accuracy of data collection. Plan and execute small and large-scale event logistics including food and room reservations; support volunteer recruitment and training. Serve as a liaison to the campus community. Independently create flyers, certificates, and other documents for program use. Assemble and distribute materials and prepare for programs. Ensure accuracy and anticipate needs. Act as webmaster. Ensure the website is up to date with pertinent, engaging, and helpful information in conjunction with program openings and deadlines. Take registration payments via cash, check, and credit card. Apply online deposits to credit registrations. Handle daily deposits, including reconciling online payments for registrations and delivery to Business Services. Create, distribute, and follow up on invoices to external partners. Purchase, procure, and manage departmental inventory. Anticipate and initiate orders for programs. Hire, train, and supervise student and temporary workers to assist with program preparation tasks and registrations. Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing. Ability to answer inquiries, explain rules, regulations, policies, and procedures; compose, format, and edit written communication; maintain a filing system; use an automated accounting system. Ability to work with frequent interruptions and deal politely with the public. Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations. Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist. Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment. Strong analytical and research skills; demonstrated ability to gather, evaluate, and develop well-reasoned conclusions and recommendations. Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing / resolving problems. Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy. Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters Demonstrated ability to work with a high level of productivity and accuracy / attention to detail. Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines. Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email. Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds. Willingness to work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies. Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures. Demonstrated ability to provide training and direction to student assistants. Demonstrated skills in an institutional / educational environment utilizing a customer-oriented and service-centered attitude. Office activities such as sitting in front of a computer for extended periods of time, walking, stooping, bending, answering a phone, move / transport up to 50 lbs. Must be willing to travel and attend training programs off-site for occasional professional development. Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis. Must be able to successfully pass a pre-employment background check. This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA). The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.
Administrative Program Assistant
The Division of Outreach & Engagement at SOU provides non-credit programs and access to credit programs for K-12 youth. This position supports SOU Pre-College Youth Programs through process enhancements, assigned projects, data analysis and reporting, customer service, management of registration and payment processes, and technical support in the running of programs including Advanced Southern Credit, Early Entry, Academic Competitions, summer camps, and more. These programs are self-support through user fees, grants, and donations.
Ability to successfully interact with a diverse population is a must.
Minimum Requirements
- Three years of office experience which includes two years at full performance level and experience generating documents; and
- Lead work responsibility or coordination of office procedures
Preferred Requirements
Essential Functions
Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive :
(70%) Pre-College (Credit & Non-Credit) Program Support
(30%) Administrative Duties :
Skills, Knowledge, and Abilities
Physical Demand
Special Conditions
SOU is an equal access AA / EOE committed to achieving a diverse and inclusive workforce.
In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable
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Administrative Program Assistant • Ashland, OR, US
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