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Human Resources is located at 677 East 12th Ave., Suite 400. Our mailing address is: 5210 University of Oregon, Eugene OR, 97403-5210.

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Program Associate - Archive
Office of Public Records

Posting: 15303I
Location: Eugene
Closes: 2015-09-01

Note: UO Employees only

Reports to:  Public Records Officer
Term: 12 months, renewable annually
Salary Range:  $50,000-60,000 annually
Closing Date:  July 29, 2015 (review of applications begins; search will remain open until a suitable candidate is selected)
Start Date:  August 6, 2015 or as soon as possible thereafter

Position is only open to UO Employees

General Description of Position

The Office of Public Records is responsible for responding to all requests for public records. This position reports to the Public Records Officer and ensures the efficient management of the Office of Public Records including confidential administrative, bookkeeping, and secretarial support to the Public Records Officer. Currently the university receives over 300 public records requests annually.

Essential Duties and Responsibilities

Workflow Management– 70% (essential duty)

  • Manage general office functions and data flow by acquiring and preparing for review documents from various university offices and departments including grievances filed by represented employees, administrative complaints filed with state and federal entities (BOLI and EEOC), complaints and grievances filed pursuant to state administrative rules and internal university policies and procedures, confidential personnel and student records, and documents related to collective bargaining strategy.
  • Consistent with and at the direction of the PRO, review records provided by the units to determine what, if any, redactions may or must be made, or whether an entire record should or must be withheld. 
  • Complies with university and standard office procedures in producing correspondence for the Office of Public Records. 
  • Populate, manage, and maintain public records database including follow up on expected responses; calculate fees for preparation of records in response to requests.  
  • Open and maintain physical and electronic files for public records requests.
  • Maintain calendar; coordinate meetings, conferences and phone communications.
  • Oversee travel arrangements for the Public Records Officer.
  • Other duties as assigned.

Bookkeeping– 10%

  • Serve as the office bookkeeper preparing a variety of materials utilizing the university’s Financial Information System (FIS) and Human Resources Information System (HRIS), including journal vouchers, invoices, purchase orders, printing orders, travel authorizations and reimbursements, and personnel paperwork. 
  • Monitor services and supply expenditures
  • Reconcile monthly ledger statements, and resolve any associated problems.
  • Act as purchasing agent.
  • Prepare budget documents.
  • Maintain budget files.

Communications– 20%

  • Provide information and assistance to the Public Records Officer, as needed.
  • Interface daily with members of the university community, public, and media on the telephone and through email correspondence.

Required Qualifications

  • Bachelor’s degree plus two years of experience as an executive assistant or closely related position required OR six year’s equivalent combination of education and experience as an executive assistant or closely related position required.

Required Professional Competencies:

  • Ability to work effectively with faculty, staff, and students from diverse backgrounds.
  • Ability to multi-task and work independently
  • High level of organizational skills with ability to effectively prioritize a challenging workload.
  • Extreme attention to detail
  • Exceptional oral, written, and interpersonal communication skills.
  • Excellent computer literacy, word processing, report generation and spreadsheet skills.

Preferred Qualification

  • Experience in, or ability to quickly learn, computer calendaring; word processing; University of Oregon Financial Information System, Human Resources Information System, and Student Information System; public records request software system, including website maintenance.
  • Experience working in a Higher Education setting
  • Experience with Oregon Public Records law
  • Experience with state and federal confidentiality rules as applied to public universities

Position is subject to a criminal background check.

Application Procedures

We seek qualified candidates who share our commitment to diversity. Position is subject to a criminal background check. Review of applications will begin July 29 and will remain open until filled. For full consideration, applicants should submit a cover letter, resume, and the names and contact information for three references to:

Search Committee, Program Associate
Office of Public Records
6207 University of Oregon
Eugene, OR 97403-6207

Submit application materials electronically to:  pubrec@uoregon.edu

In addition, please submit answers to the questions below (no more than one page per question):

1.     Please describe how your education, training, and experience have prepared you to work in a position providing organizational and administrative support in an office charged with responding promptly to public records requests.

2.     Please describe your experience handling general office tasks, including the following:  drafting and editing correspondence; opening and managing files; entering data into payroll, personnel and tracking systems; inventory control; and basic bookkeeping and budget tracking.

3.     Please describe your experience working with voluminous electronic or hard copy documents requiring attention to detail and confidentiality.  Please describe your experience developing and performing data analysis.

4.     Scenario:  A member of the public comes in to the office seeking information on making a request for a public document.   At the same time, the university president calls asking to speak to the Public Records Officer.  Just then, a member of the media enters the office with a camera crew, also asking to speak to the Public Records Officer. What actions would you take and why?

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.