Eastern Oregon University
  • Part Time
  • Immediately
  • 14.03 Hour
  • One University Blvd, La Grande, OR 97850
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Eastern Oregon University

Office Specialist 2 (Located in Bend OR)

Position provides administrative support to the EOU Central Oregon Regional Center (onsite) located in Bend, Oregon. Position provides reception, clerical support, record keeping, and office support to all prospective and continuing students in the center's territories, including online students both in state and out of state. The position also provides clerical and record keeping support to the center’s remote work activities.

The position primarily performs most of the work at the center’s office. Office hours may vary. Incumbent works independently, without close supervision, work at the computer and welcomes telephone and walk-in customers.

 

Responsibilities:

Reception/Office Management
• The first line of contact via phone and walk-ins
• Greet visitors, direct them to appropriate offices 
• Route calls elsewhere as needed
• Reply to emails and voicemails with speed/professionalism in order to maintain solid customer relationships 
• Take accurate messages for Directors 
• Explain criteria, answer questions, assist students with online registration
• Provide technical support and assist with problem-solving
• Oversee publications, registration procedures and report completion 
• Initial or revise office manuals, or pertinent materials
• Coordinate program process/document flow from inception to completion
• Process incoming/outgoing mail
• Purchase office supplies as needed 
• Submit IT requests as needed 
• Send instructions and general information to instructors new to COCCcampus 
• Design and create flyers for onsite classes and upcoming events 
• Maintain and update EOU information boards 
• Schedule and proctor exams for students

Clerical Support
• Maintain Calendars for Directors 
• Schedule and facilitate onsite/weekend classes when appropriate
• Schedule office equipment repair
• Compile student packets 
• Schedule advising and miscellaneous appointments for Directors
• Schedule advising trips as requested, including lodging
• Assist Directors with research tasks 
• Fax, scan, copy and email materials for Administrators, students and on-site professors 
• Facilitate and track contracts for on-site/regional facility rentals, room rentals for meetings and events

Records and File Management
• Cross check date for accuracy as required for reports and data collection efforts
• Develop and establish new tracking systems as needed 
• Maintain office filing system, updating and improving as needed
• Track active students through established Master Student Lists on Google Drive, if needed 
• Track inactive students through the established list on Google Drive, if needed 
• Create files for new student advisee’s, if needed

Administrative Support
• Ensure office is open and customer service to students and partners is provided in absence of Director
• Attends team meetings to discuss goals and current issues facing the department 
• Compose correspondence/reports as requested 
• Researches and compiles data and detailed reports as requested 
• Contact and inform students of upcoming registration dates and advising appointments
• Checks for secondary advisers each term and reports to Center Directors
• Contact online inquiries, maintain and update data in absence of Directors
• Compile and run weekly reports in absence of Directors

Outreach/Recruitment
• Assist EOU Central Oregon Center Director in Outreach/Recruitment activities
• Represent EOU at various functions i.e.: college and career fairs, community luncheons/dinners

 

Minimum Qualifications: 

• Requires confidentiality and discreet handling of all business
• Requires a self-starter and the ability to work independently with little to no supervision
• Proficient in Word, Excel, Gmail, and google docs
• Requires computer proficiency and the ability to communicate effectively face to face, by telephone, mail or email
• Requires working knowledge of office equipment i.e.: scanners, copiers, fax etc
• Requires strong interpersonal skills and the ability to work well with all levels of internal management, staff, students, outside agencies and the general public
• The incumbent needs to be able to handle multiple tasks simultaneously, a busy/sometimes noisy work environment and a demanding schedule. Some flexibility in work hours may be required.
• Two (2) years of general clerical experience which includes typing/word processing; OR equivalent education such as Associate’s Degree in Office Occupations or Technology.
• Must have high school diploma or GED
• Must satisfactorily complete background check