Pre-College Youth Programs Administrative Program Assistant

POSITION SUMMARY:

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicants qualifications and interest in the position; and (2) current resume/CV. - PLEASE NOTE - during the application process you will be prompted to attach these documents in the area titled Resume. Please either combine ALL documents into ONE attachment OR upload each item separately in this section. Failure to upload ALL of the required documents may disqualify application from consideration.
• For inquiries and additional information please contact Human Resource Services via email at or by phone at .

POSITION DESCRIPTION:

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

• Five years experience in general office work
• Bachelors 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
  

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

• 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.

(30%) Administrative Duties:

• 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 accessibility-compliant 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.

Skills Knowledge and Abilities

• 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.

Physical Demand

• 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.

Special Conditions

• 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.

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 accommodation in the application and/or interview process due to disability requests must be made in a timely manner to Human Resources.

Diversity Statement:
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity our educational process is diminished. Working together in support of our commitment to diversity we strengthen and enrich our role as learners educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta Takelma and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization the Gold Rush and armed conflict between 1851 and 1856. In the 1850s the discovery of gold and settlement brought thousands of Euro-Americans to their lands leading to warfare epidemics starvation and villages being 1853 the first of several treaties were signed confederating these Tribes and others together who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States and in return they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856 these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today the Confederated Tribes of Grand Ronde Community of Oregon () and the Confederated Tribes of Siletz Indians () are living descendants of the Takelma Shasta and Latgawa peoples of this area. We encourageYOUto learn about the land you reside on and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees
Section 485 of the Higher Education Act and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the Clery Act) require that prospective employees be notified of the availability of SOUs Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use possession and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR) can be accessed at the following link: A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Office of the General Counsel located in Churchill Hall 1250 Siskiyou Boulevard Ashland Oregon 97520. For more information call or email.