Office Specialist 2

About the role

Advising & Career Services (ACS) is a unit within the division of Enrollment Management & Student Affairs at Portland State University. ACS provides advising to undergraduates who have not selected a major, career services to all graduate and undergraduate students and alumni, and campus leadership related to advising and careers.

Responsibilities

• Provide office management to the Student Success Division, including units such as Undergraduate Academic Advising, Student Academic Support Services/Academic Coaching, Transfer Center, Office of Student Success, and the University Career Center.
• Oversee, manage change, lead student staff development, coordinate communications, and manage projects across five offices with 75+ staff and 20+ student employees.
• Maintain confidentiality of sensitive information.
• Strategize and implement process improvements to ensure effective office operations and student service delivery.
• Lead hiring, onboarding, training, and professional development of student staff to build a pipeline of future PSU employees.
• Support onboarding of full-time staff and assist with professional development and training.
• Anticipate problems, provide solutions, and create process improvement plans to better serve students with quality control.
• Demonstrate sound judgment, anticipatory skills, confidentiality, negotiation, problem-solving, and customer service skills.
• Support students, faculty, and staff through change and foster innovation in higher education.

Requirements

• Two years of general clerical experience, one year of which included typing, word processing, or other experience generating documents; OR
• An Associate’s degree in Office Occupations or Office Technology; OR
• Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.
• College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Additional Minimum Qualifications

• 2–3 years of project coordination experience.
• High degree of attention to detail and follow-through.
• Demonstrated ability to take initiative and work independently.
• Demonstrated ability to work collaboratively toward goal achievement.
• Demonstrated ability to anticipate issues and provide appropriate solutions.
• Excellent written and verbal communication skills.
• Solid understanding of HR principles, policies, and employee relations.
• Proficiency with project management tools such as Asana and Google Suite.
• Demonstrated time and project management skills.
• Experience guiding the work of others.
• Strong interpersonal skills and service orientation.

Preferred Qualifications

• Higher education experience.
• Working knowledge of higher education academic services and practices.
• Bachelor’s degree.

Key Cultural Competencies

• Creates an environment that acknowledges, encourages, and celebrates differences.
• Functions and communicates effectively and respectfully within diverse, multicultural, and inclusive settings.
• Seeks opportunities to gain experience working and collaborating in diverse settings with a willingness to change for continual improvement.
• Adheres to all PSU policies including Prohibited Discrimination & Harassment and Professional Standards of Conduct.
• Contributes to a culture of environmental stewardship and practices resource conservation.

Schedule

Monday to Friday, 8:00 am to 5:00 pm.

Pay

The starting salary for this position will be between $19.36 and $21.91 per hour, dependent upon qualifications and experience.

Benefits

• 95% premium paid healthcare.
• Generous retirement and vacation package.
• Reduced tuition benefits for employee, spouse, or dependent at any of the Oregon University System schools.