Administrative Office Manager - OSU Extension Service Deschutes County

Oregon State University Division of Extension and Engagement invites applications for an Administrative Office Manager position based at the OSU Extension Service Deschutes County Office in Redmond, Oregon. This is a full-time, 12-month, professional faculty position.

This Administrative Office Manager position is based at the Oregon State University Division of Extension and Engagement’s (division) Extension Service Office in Deschutes County. The office is located in Redmond, Oregon.

The Administrative Office Manager (AOM) position is crucial to the day-to-day operations of the Extension Deschutes County Office and its role in the university. The AOM is a team member of the Extension Deschutes County Office and provides administrative support for the office and the Central Regional Director (RD). This includes general administration and management, fiscal activities, facilities, human resources, risk management aspects, and other services integral to the Extension Deschutes County office and the Region. The position will provide supervision and direction for assigned OSU employees and will collaborate with the RD to ensure support is available for programs. This position will also assist the Extension Office in the Confederated Tribes of Warm Springs with processing financial transactions related to the Extension educational programming. In addition, this AOM will work collaboratively with the RD to increase the diversity of the Region’s workforce, including assisting the RD with the Extension Civil Rights program.

The AOM must be knowledgeable about all facets of the Extension Deschutes County Office and Regional activities and is expected to organize and prioritize a demanding and complex workload, monitor progress, and adapt to changing needs. This position serves as a public facing position for the public in Deschutes County and is responsible for communicating to the public, county commissioners, and Extension staff.

The AOM must manage operations by making decisions independently and in conjunction with the RD as appropriate. This individual works with personnel at all levels of the university to determine the applicable policies, standards, rules, and procedures for operational activities and consistently and efficiently apply them appropriately. In addition, this person will work collaboratively with the RD to develop strong, positive local relationships with county governments, elected and appointed county/state/federal officials, and local stakeholders.

This individual will also serve as the local contact for the Extension’s civil rights program which includes working with the division’s Civil Rights review Director to achieve internal compliance.

The division 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.

About the Division:

The Division of Extension and Engagement (division) is core to Oregon State University’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. More information about our division and its core units and initiatives is available on the division’s website: https://engagement.oregonstate.edu/.

Oregon State University strives to ensure that all educational programs, services, activities, and materials we offer to the public are identified, developed, delivered, and evaluated in an accessible, inclusive, equitable, and socially just manner. OSU division of Extension and Engagement educational programs, services, activities, and materials are available to all people. OSU division prohibits discrimination in all its programs, services, activities, and materials. All employees are responsible for and expected to comply with Civil Rights obligations and actively work to expand access to all eligible populations.

Position Duties

55% – Administrative and financial functions

• Oversees and manages the administrative and office support of the Extension office. This requires organizing the day-to-day operations and participating in activities that affect the administrative support services.
• Works with the appropriate university unit on finance, payroll, and human resources transactions for the office: OSU Division of Finance and Administration’s financial units; OSU Human Resources Service Teams; and the division’s administration support teams.
• Collaborates with and assists RD on budget development. This may include drafting annual budgets, developing cost projections for budget requests, and making relevant adjustments in support of the RD’s final budget submission.
• Coordinates and supports annual district budget processes. Ensures public notice requirements are met. Ensures applicable budget meetings and hearings are scheduled. Updates budget documents. Coordinates with RD on the completion of any annual budget requirements.
• Works with the RD in monitoring fiscal activities. Accepts limited OSU signature authority as delegated by RD for recurring fiscal activities with responsibility to ensure compliance with OSU policies, standards, rules & procedures. Prepares quarterly projections in consultation with the division’s Executive Director of Fiscal Operations.
• Tracks expenditures and resources by program area and funds and develops monthly budget reports for RD and the appropriate faculty. Analyzes and compares budget to actual results to monitor financial performance.
• Supports, oversees, and may also create workshop registrations. Collects payments and reconciles payments against the applicable documentation to maintain current and accurate records. Resolves discrepancies and works with the division’s Executive Director of Fiscal Operations as needed.
• Advises all OSU employees within the County on proper handling of registration fees and other revenue, and proper purchasing procedures to be consistent with OSU policies, standards, rules, and procedures and sound business practices.
• Develops and administers contracts and agreements following OSU policies, standards, rules, and procedures. Works with the RD to ensure all agreements are current: memoranda of understanding, intergovernmental agency agreements, partnership agreements, general county or service district intergovernmental agreements, vehicle use agreements, and any rental/lease/sub-lease arrangements as appropriate.
• Arranges or coordinates office meetings, appropriate gatherings, and Advisory Groups.
• Assists the RD with the recruitment searches as requested.
• Collaborates with RD to ensure support is available for programs and assists with program support as needed and directed by RD.
• Supports critical administrative and program office needs with office support responsibilities such as answering telephones, taking messages, routing incoming phone calls, setting up voicemail boxes in the phone system, maintaining an online calendar for the office, mail and shipping, bank deposits, account maintenance, and other fiscal transactions.
• Serves as the local contact for the Extension’s civil rights program which includes working with the division’s Access, Compliance, and Inclusive Innovation Unit (ACII Unit) to achieve internal compliance. This may include assisting with the scheduling of internal review and corresponding arrangements; informing OSU employees within the County of our civil rights requirements; participating in civil rights training sessions; and ensuring that the Extension Deschutes County civil rights files are current.
• Works with the RD and the division’s ACII Unit on creating and sustaining an inclusive organizational culture.
• Travels/drives throughout Deschutes County to support the operations of the OSU Extension Service in Deschutes County and to attend community events that align with the responsibilities of this position.

15% – Personnel management

• Works with RD to create a collaborative and respectful office environment that is safe, inclusive, and welcoming.
• Supervises OSU classified employees and other temporary or student(s) employees as needed who will have various identities, cultural backgrounds, and communication styles and expectations. This includes hiring, planning and assigning work, approving leave requests, conducting performance evaluations, and working with RD and the appropriate Human Resources Office on disciplinary actions.
• Assists and supports OSU employees within the County with Human Resources related actions around volunteers and other on-site needs, working with RD and other OSU teams/units as applicable and the assigned Human Resources Strategic Partner where appropriate.
• Collaborates with the RD, Human Resources Service Teams, and division’s Administration HR Support Team as applicable on the recruitment process of positions following current processing procedures. Works with Student Employment Team on hiring of student employees.
• Assists the RD with new employee onboarding and orientation.
• Completes the division’s civil rights training(s) and ensures completion by all employees supervised by AOM. May assist Regional Director with coordinating completion of training by employees in County.
• Conducts staff meetings and incorporates accommodation needs.
• Seeks and supports professional development of supervised employees.
• Participates in and ensures access to training opportunities to build knowledge and consistent skills in digital communications, marketing and engagement technologies.
• Ensures all employees competently use modern workplace digital tools and systems, and hire for demonstrated skill.
• Uses digital project management, work production and collaboration tools for efficient internal work.
• Serves as the local Strike Coordinator and the contact for the division’s Lead Strike Coordinator.

10% – Outreach and engagement

• In collaboration with the RD, serves as liaison to the local county government and county stakeholders.
• In collaboration with the RD, builds and maintains relationships with elected and appointed county, state and federal officials; keeps state and federal legislators within the Region informed of Extension’s activities and value; executes legislative communication plan.
• Collaborates with the RD and Communications and Technology directors, and their teams, on strategic approaches and plans for digital communications, marketing and engagement, that reaches a diverse and broad group of customers with varying backgrounds, needs, and identities.
• Follows, reinforces and recognizes employee use of OSU and division brand guidelines, digital publishing standards, and digital contact management data integrity practices for communications, marketing and engagement, and assists the RD in evaluating and incentivizing these procedures.
• Helps members of the public connect to the full complement of OSU resources, including outreach and service-learning programs.
• Provides excellent customer service to a diverse and broad group of customers and stakeholders with varying backgrounds, needs, and identities and engages them with culturally appropriate and inclusive communication. In collaboration with the RD, ensures customer satisfaction with services within the county.
• Responds to requests for information in collaboration with RD.
• Communicates county needs to RD. Collaborates with RD on topic identification, process, and criteria development, etc.
• Collaborates with the RD to create and manage a broadly representative advisory committee/education council at the county level. Reports committee output to RD and other stakeholders as appropriate.
• Provides proctored test sites for OSU Division of Educational Ventures (ECampus) students in the local community. Serves as a liaison and contact for prospective OSU students.
• Collaborates with the RD and the division’s central Communications and Marketing unit to implement marketing strategies at local level, in conjunction with statewide strategies developed by OSU and OSU Extension and utilizing appropriate digital tools to reach intended audience segments.
• Works with OSU University Relations & Marketing and the OSU Extension Communications unit to develop effective relationships with local media.

10% – Operations management

• Contributes information to the RD for the development of regional operations plans to ensure comparable and equitable treatment.
• Organizes stakeholder communication efforts, where appropriate.
• Coordinates business operations with Deschutes County Fairgrounds calendar of events.
• Coordinates all property and building maintenance projects through the appropriate process as outlined in the lease/sub-lease agreements. Ensures custodial service needs for the office are provided.
• Oversees day-to-day facilities issues, indicates needs for repairs/improvements, and coordinates management with RD and appropriate lease/sub-lease representative.
• Serves as the safety coordinator and assists RD by submitting safety reports, ensuring office, equipment and workspaces are kept safe and meet all requirements of OSU and the lease/sub-lease agreements.
• Coordinates with the appropriate lease/sub-lease representative if any safety modifications need to be made to the facilities. Works with RD to ensure the office’s Emergency Operations Plan is up to date for the office.
• Works with the OSU Emergency Preparedness Office to create and maintain an alert notification system for the office. In the event of an emergency, the AOM will coordinate any notification and accountability with the RD.

5% – Technology support

• Serves as a conduit and resource for information technology needs as appropriate and/or directs to the Extension Computing Technology Unit (ECTU) and/or Community Network Help Desk. This includes serving as the Local Resource Person (LRP), a liaison between the Extension County Office and CN.
• Utilizes technology to organize and manage digital files, web information, email newsletters, social media, digital contact lists and other digital tools and systems as needed for the Extension Deschutes County Office to adapt to a changing technological environment.
• Coordinates the maintenance and repair of office equipment, submits tickets to CN for the set-up and maintenance of email and networking accounts of new and existing employees, establishes protocols for use of the printers/copiers, scanners, etc.
• Liaises with ECTU and/or CN for purchasing new computer systems, computer components and software applications for the office and employees. This may include researching new technologies for application within the office.
• Liaises with CN to ensure efficient and secure operation for all computer printers and related equipment.

5% – General

• Collaborates and liaises with the RD as needed to fulfill responsibilities.
• Works with the RD to identify training needs for the OSU employees within the County to address best practices.
• Works with RD and other office managers in the Region to coordinate an annual regional meeting for the unclassified office managers and classified office coordinators to learn best operational practices.
• Participates in professional development opportunities that are appropriate for this position.
• Attends training opportunities to build basic knowledge and consistent skills to use digital communications, marketing and engagement technologies relevant to position duties.
• Serves on committees as appropriate for the assignments of this position and to promote the OSU Extension Service in Deschutes County.
• Performs other duties to support the RD and the Extension Deschutes County Support Team.

Minimum Qualifications

• Bachelor’s degree in business, business management, communications, finance, management, non-profit management, or in a related field; and three (3) years’ professional experience providing administrative and/or financial support to a program or office; OR, an equivalent combination of education, training, and professional administrative and/or financial support experience.
• The administrative support and personnel management may include demonstrated ability to plan, organize, evaluate, manage, and delegate; set priorities; and manage multiple projects, activities, and deadlines simultaneously.
• The financial support may include budgeting, reconciling, accounts payable/receivable, and property management.
• Experience with budgets and general financial management.
• Interpersonal skills to work as a collaborative member of a team.
• Excellent customer service skills with the ability to assist and support a diverse and broad group of customers with varying backgrounds, needs, and identities.
• Experience with organization, decision-making, problem solving skills.
• Proficient in the use of computers including with information technology, collaborative work platforms and professional office software such as or similar to Microsoft Office Suite for word processing, spreadsheet development, email, and scheduling.
• Experience utilizing technology to organize and manage digital files, schedule meetings and video conferences as needed.
• A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming; and ability to interact with others from broad and diverse backgrounds.
• Ability to communicate successfully and inclusively, both in writing and verbally, with a broad and diverse audience.
• Ability to learn and adapt to using multiple forms of digital communication tools and systems, including websites, email newsletters, social media, and other tools in a changing technological environment.
• Ability to maintain the strictest confidentiality.
• Ability to work independently with minimal supervision.
• Ability to make independent decisions and recommendations which align with policies, rules, procedures, and ability to serve as a resource person.
• Ability to supervise and manage staff

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.

Preferred Qualifications

• Experience using a financial information system.
• Experience using a human resources information system.
• Experience with digital information and business systems at a university or equivalent institution.
• Experience sharing best practices and coaching collaborators on using digital systems.
• Experience with compliance issues including but not limited to civil rights and risk/safety.
• Experience supervising and managing staff.
• Experience presenting information in a public setting.
• Experience networking and building collaborative relationships with stakeholders, community leaders and organizational leaders.

Benefits

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.
• 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.

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

To review posting and apply, go to: https://jobs.oregonstate.edu/postings/168431. Apply to posting # P09091UF. Closes 6/02/2025. OSU is an EOE/Vets/Disabled.