Administrative Program Specialist

University of Oregon

Administrative Program Specialist

Job no: 530214

Work type: Classified Staff

Location: Eugene, OR

Categories: Accounting/Finance, Administrative/Office Support

Department: Central Business Service Offices

Classification: Administrative Program Spec

Appointment Type and Duration: Regular, Ongoing

Salary: $18.92 to $28.59 an hour

FTE: 1.0

Review of Applications Begins
September 20, 2022; position open until filled

Special Instructions to Applicants
To ensure consideration, in addition to your online application, which includes contact information for 3 references, you will need to provide:
– A resume of your educational and professional work experience.
– A cover letter that clearly demonstrates how your skills and experience meet the minimum and preferred qualifications.

Department Summary
The Central Business Service Offices (CBSO), a shared service office, provides service within the Office of the Provost portfolio. The specific services are in the areas of Finance, Human Resources, Payroll, Purchasing, Contracting, Travel, and Accounts Payable.

The mission of the shared services group is to provide consistency through centralized services, offering our expertise in processing a wide variety of financial and human resources transactions and functions including acting as a liaison to the Business Affairs Office, Purchasing and Contracting Services, and University Human Resources, and Payroll Administration. We are committed to providing superior customer service and creating partnerships with our customers to ensure their needs are fulfilled to the highest standard.

The CBSO unit provides shared services for several organizations within the OtP portfolio including:

• College of Design

• School of Journalism & Communication

• College of Education

• Division of Graduate Studies

• Clark Honors College

The units supported by CBSO constitute a large business enterprise consisting of more than 2,500 employees and a total budget of more than $100 million in budgeted operations funds. There are additional operations funds such as foundation funds, research funding, designated operations, and other non-general funds, an estimated $15M before foundation funds. The CBSO also works with multiple employee category types funded from various sources such as sponsored, gift, and foundation funds and research, outreach, and designated ops org funds. The CBSO also handles these fund transitions in addition to budgeted operations funds.

Position Summary
Two positions available. The Administrative Program Specialist provides a wide range of comprehensive technical support by interpreting program policies and regulations, offering technical advice and consultation, reviewing accounting operations, and producing reports of findings alongside recommendations for alteration.

Additionally, this position is responsible for establishing and maintaining controls and internal procedures related to contracts, accounts payable, and purchasing. This position works closely with unit colleagues to complete transactions in these areas for CBSO and all its partner units.

This position is also responsible for the dissemination and communication of applicable procedures and best practices to all CBSO partner units’ faculty, staff, and students. In addition to creating internal processes for compliance with local policy and applicable laws and regulations, this position will initiate and complete transactions such as contracts, accounts payable, and purchasing.

As a vital member of the CBSO, the Administrative Program Specialist must exhibit professionalism and create effective relationships for problem-solving and positive interactions. This position interacts directly with faculty and staff across CBSO partner units to provide guidance and process transactions on behalf of faculty and staff.

The individual in the position must be able to independently research, analyze, and report on financial transactions and advise the CBSO and CBSO partner unit administrators accordingly. This position requires a commitment to maintaining the highest ethical standards within the department and university.

The Administrative Program Specialist reports directly to the Assistant Director of CBSO Business Operations.

Note: this position is based in Eugene, but hybrid working arrangements may be considered.

Minimum Requirements
Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations;
OR
An equivalent combination of training and experience.
One year of postsecondary education may be substituted for up to one year of experience.

Professional Competencies

• Proficiency with software and technology, including word processing and spreadsheets, and interest in using technology to improve processes.

• Demonstrated effective oral and written communication skills; ability to communicate professionally and appropriately with a variety of people.

• Detail-oriented, a self-starter, and proactive; ability to prioritize and complete required functions with little supervision.

• Strong organizational skills, ability to work successfully with multiple tasks and shifting priorities, both independently as well as in a collaborative team environment.

• High level of interpersonal skills to handle sensitive and confidential situations with tact and diplomacy.

• Ability to interpret laws, rules, policies, and procedures, and ability to apply these interpretations to specific, non-routine situations.

• In-depth understanding of financial practices and knowledge of Federal and State rules and policies pertaining to public accounting and travel.

• Ability to analyze systems, processes, and procedures, and recommend constructive changes.

• Demonstrated ability to write and edit policies and procedures.

• Ability to analyze, summarize and effectively present data.

Preferred Qualifications

• Three or more years of experience in lead work for operations functions such as procurement, accounting, payroll, accounts payable, account reconciliation, and travel coordination.

• Experience with the Banner financial system and Concur for Travel and Procurement.

• Experience with higher education or government accounting.

• Experience interpreting and applying laws, rules, and regulations, preferably in a college or university setting.

• Experience analyzing financial data and providing recommendations or writing reports based on data findings.

• Experience creating and effectively communicating changes in policy and procedure.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

University of Oregon students and employees are required to be fully vaccinated against COVID-19. For additional information see: https://coronavirus.uoregon.edu/vaccine.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

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. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at mailto:[email protected] or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the http://studentlife.uoregon.edu/nondiscrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

To apply, visit https://apptrkr.com/3428213