13036: OCIAS Administrative Manager (Office Manager)

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OCIAS Administrative Manager (Office Manager) - Archive
Oregon Consortium for International and Area Studies

Posting: 13036
Location: Eugene
Closes: 2013-06-03

The Oregon Consortium for International and Area Studies (OCIAS) is announcing an opening for an Administrative Manager.  This position is a 12-month, 1.0 FTE, fixed term, renewable appointment as an Officer of Administration.

To assure full consideration, applications should be received by April 15, 2013, and the position will remain open until filled.

Responsibilities and Duties:

Manages daily operations; establishes and enforces office procedures, regulations and policies.  Provides administrative support for faculty, program directors and department heads.  Arranges and attends meetings, allocates space and arranges for maintenance and repairs of office facilities, equipment and computers; plans and coordinates special events including commencement and receptions; works with faculty to submit curricular requests; explains regulations and policies.

Supervises classified staff including hiring, training, assigning and evaluating work, and handling disciplinary problems and grievances; assists staff with workload and prioritization.

Coordinates hiring processes including preparing and processing academic requirements; provides administrative support for faculty reviews, promotion and tenure; processes academic pool paperwork; assists with faculty searches; maintains personnel files, processes all contracts and revised contract when necessary; prepares payroll documents (PRF, PAA, PAW, PIF, SEF).

Oversees budgets; works with accountant and department heads/program directors on resource allocation, spending, budgetary adjustments and purchase approval; consults with accounting technician on production of monthly and quarterly OCIAS and departmental budget reports. Purchase equipment.

Minimum Qualifications:

  • Two years’ experience in supervision
  • Experience with word processing, spreadsheet, and database applications
  • Familiarity with budget operations
  • Must be able to communicate effectively orally and in writing
  • A self-starter able to work without direct supervision
  • Able to handle a fluctuating workload and delegate work as appropriate
  • Excellent problem-solving skills
  • Professional demeanor with diverse audience
  • Solutions oriented and able to quickly and easily resolve issues
  • Finalists must complete a criminal background check

Preferred Qualifications:

  • Bachelor’s degree
  • Experience in higher education
  • Familiarity with Banner system

Salary:  Annual starting salary $45,000 to $55,000 based on qualifications and experience; highly competitive benefits package.

To apply submit a cover letter, résumé, and responses to the supplemental questions below by April 15, 2013, to jmgray@uoregon.edu, or mail to:

Julie Gray
University of Oregon
5281 University of Oregon
Eugene, OR 97403-5281

Supplemental Questions:

To assist us in making the selection for Administrative Manager, respond to the following questions and submit them with your application and cover letter.  Please keep your answers to a maximum of three pages.

1.  Describe your experience in administrative/office management.  Indicate the size of office and nature of work performed.  Specify experience supervising/leading office workers, analyzing and making improvements in work flow, resolving problems with equipment or space, and prioritizing workloads with multiple and competing deadlines.  Describe your management/supervisory style.

2.  Describe your experience using personal computers for word processing, spreadsheet and database applications, Banner system and the software with which you are proficient, as well as any experience with electronic document management, web page creation or management, and general IT and network management and trouble-shooting.

3.  Describe your experience with budgeting/bookkeeping including managing accounts, allocating funds and preparing a variety of financial reports. Indicate your experience using automated financial information systems.

4.  This position works closely with faculty, students and visitors from over 20 different countries and cultures, many with different expectations, work styles and needs.  Describe experience that demonstrates your ability to communicate effectively in a cross-cultural work environment.  Describe your approach, philosophy, or experience when it comes to working as a manager in this type of setting, including how you deal with conflicts that may arise.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.