Office Specialist 1: General & Program Support

This recruitment will fill one part-time (approximately 16 hours per week) Office Specialist 1 position for the Oregon State University Division of Extension and Engagement’s Extension Baker County Office in Baker City, Oregon.

About the role

This Office Specialist 1 (OS1) is a team member of the Oregon State University Division of Extension and Engagement’s Extension Service in Baker County and a regional team member of the Extension Service. The OS1 provides general office support and program support, including serving as the office’s reception, providing educational resources, performing record and database management, editing/updating/maintaining web/social media content and digital marketing, and providing general assistance to the public or referring individuals to the appropriate OSU Extension employee. This position also coordinates the daily usage of the Extension Baker County Office vehicles under the oversight of the Administrative Office Manager. The OS1 supports excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication, serving broad and diverse populations with accessible and inclusive services.

About Baker County

Baker County is located in scenic Northeast Oregon, at the intersection of three Oregon Scenic Byways, surrounded by the Wallowa Mountains, Hells Canyon, and the Elkhorn Mountains. It offers unparalleled access to outdoor adventures. OSU Extension Service in Baker County works alongside local partners to provide educational workshops, activities, and services tailored to the unique industries, natural resources, and communities in Baker County.

About the Division of Extension and Engagement

The Division of Extension and Engagement is core to Oregon State University’s mission, helping create real solutions and positive impact across Oregon and beyond. The division is committed to ensuring all educational programs, services, activities, and materials are accessible, inclusive, equitable, and socially just. All employees are responsible for complying with Civil Rights obligations and expanding access to all eligible populations.

Why OSU?

Oregon State University is a dynamic community of dreamers, doers, problem-solvers, and change-makers. OSU is a top 1.4% university in the world, with more research funding than all public universities in Oregon combined. It is one of only three land, sea, space, and sun grant universities in the U.S., with 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 Oregon counties. OSU serves over 35,000 students, including more than 2,300 international students and 10,000 students of color, with 217,000+ alumni worldwide.

Responsibilities

• 45% – Reception
  • Answer multiple phone lines, screen and direct incoming calls; respond to emails and in-person requests; and return voicemails promptly.
  • Greet visitors and provide instructions and directions.
  • Provide excellent and empathetic customer service while engaging in culturally appropriate and inclusive communication.
  • Inform the public about specific information and services.
  • Provide information, educational resources, and general assistance to clientele when requested.
• 45% – General office support
  • Handle the sale of publications and take in registration funds for programs.
  • Process receipts for funds/fees received (e.g., publication sales, registration funds, rentals, etc.).
  • Pick up, open, and distribute incoming mail; prepare mailings.
  • Meter and deliver all outgoing mail to USPS or other sites, including insect and plant specimens to specialists as requested.
  • Update and maintain Extension databases (e.g., 4HOnline, OSU Access, etc.).
  • Order office supplies, equipment, and building cleaning supplies.
  • Perform basic office equipment maintenance; coordinate service and assist with equipment, facility, and vehicle repair/maintenance scheduling as needed.
  • Organize and maintain publication files, including publication orders (e.g., 4-H publications, OSU Extension publications, eslips, etc.).
  • Assist with general/clerical projects as requested in all program areas as needed.
  • Assist faculty with scheduling meetings, workshops, and events.
  • Create, proofread, and format letters, forms, memos; prepare packets and original public-facing documents, following OSU branding guidelines.
  • Open and close office daily per office hours.
  • Driving/travel required for office-related errands and professional development.
• 10% – Other duties
  • Collaborate with Administrative Office Manager and co-workers to meet office operational needs.
  • Provide information to clientele about Oregon State University Extension’s classes, programs, and resources, communicating inclusively with broad and diverse audiences.
  • Help maintain office work areas and contribute to periodic clean-up efforts, including customer counters, workstations, and conference rooms.
  • Attend training opportunities to build knowledge and skills for using digital communications, marketing, and engagement technologies.
  • Complete the division’s civil rights training session(s).
  • Perform other duties assigned as needed.

Requirements

• Completion of courses or training in Office Technology; OR
• One year of general clerical experience which included typing, word processing, or other generation of documents; OR
• An equivalent combination of training and experience.

Qualifications

• Work experience in an office environment, including working with computers.
• A commitment to collaborative and respectful learning and working environments that are safe, inclusive, and welcoming.
• General knowledge and ability to use computers, including proficiency with information technology, professional office software, and collaborative work platforms.
• Ability to engage and communicate successfully and inclusively, both in writing and verbally, with broad and diverse audiences in a professionally and culturally responsible manner.
• Ability to work independently under general supervision and use judgment in determining work methods and priorities.
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions, and those in youth programs may have additional criminal history checks every 24 months.
• This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified, and self-report convictions as per University Policy 05-030.

Skills

• Excellent customer service skills.
• Ability to work as a team to provide quality programs and outstanding customer service.
• Ability to learn and adapt to using multiple forms of digital communication systems, including websites, email newsletters, social media, and other tools in a changing technological environment.
• Ability to manage multiple projects while completing assignments on time.

Working Conditions

• Work primarily in an office setting; extensive computer use.
• Typical work hours are Monday-Friday between 8:00 a.m. to 5:00 p.m. This position is responsible for primary office coverage.
• Ability to lift, carry, push, and pull educational materials and/or equipment up to 30 pounds.
• Access to a vehicle is necessary as duties will require traveling/driving to perform office support duties. Business mileage will be reimbursed based on OSU policies.

Benefits

Oregon State University offers a comprehensive benefits package for benefits-eligible positions, including:

• Medical, Dental, Vision, and Basic Life insurance (OSU pays 95% of premiums for you and your eligible dependents).
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation, and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs, including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups, and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance.

Pay

This position is not benefits-eligible.

Schedule

Part-time, approximately 16 hours per week.