Open Positions

BPP - Office Manager

This is an Internal Employment Opportunity.

The Department of Ag Botany & Plant pathology is seeking an Office Manager. This is a full-time-time (1.00 FTE), 12-month, professional faculty position.

The purpose of this position is to ensure the smooth and efficient daily activities in the Department of Botany and Plant Pathology. The Office Manager will oversee the daily operation of the department by providing planning, management of support resources, and personnel follow-up in all department activities. The position is responsible for assisting in the establishment of departmental policies, supervision of classified staff and acting as resource/liaison contact to departmental personnel, students, and clientele. This position handles student related resources. The position supports the Department Head by engaging in strategic planning activities, promotion and tenure activities, managing award nominations, managing annual professorial evaluations, event coordination, scheduling meetings, producing annual reports/reviews, and other projects as needed. The incumbent has authority to make decisions and act on behalf of the Department Head in administrative related areas where they have expertise. High integrity with the ability to maintain confidentiality is essential.

Responsibilities:

• 40%: ASSISTANT TO THE DEPARTMENT HEAD
  • Performs confidential administrative support functions, including tracking Department Head’s personal calendar and commitments to others, scheduling and arranging appointments and meetings; confidential human resources issues; course/class related statistics; replying to questionnaires from administration or other organizations, and responding on department head’s behalf to certain written, phoned or in-person inquiries.
  • Functions in an advisory capacity to the Department Head for departmental operations and activities, including, polices, procedures, personnel/human resource, faculty, staff, and student concerns.
  • Compose, edit, or revise correspondence and reports as required.
  • Serve as liaison between the Department Head, faculty, staff, and students.
  • Coordinates and compiles annual reporting data from faculty (including prof reports and curriculum vitae).
  • Anticipate Department Head’s response to problems in their absence.
  • Responsible for the Promotion and Tenure process including: maintenance of the department review schedule; administration of annual process; providing assistance and guidance to the P&T chair and committee; monitor OSU’s P&T guidelines for any changes/updates and ensure all policies and procedures and deadlines are followed; convene promotion and tenure committee; serve as the authoritative source for dossier preparation; solicit outside reviewer and student evaluations; ensure reviewer confidentiality; convene and provide instruction for the peer evaluation of teaching committee; prepare final dossiers according to administrative guidelines; and maintain promotion and tenure records.
  • Initiates nomination and review of graduate faculty per Graduate School guidelines. Contact nominated faculty, requesting current CV, acquires signatures from Head and college deans, submits online to Graduate School.
  • Approves employee timesheets in Emp Center supervised by Department Head.
  • Maintains numerous lists: Professorial Faculty, Graduate Teaching Assistants, Departmental Voting, Retirees Names and Effective Dates for quick access.
• 30%: STUDENT ACTIVITIES
  • Responsible for on-site and Ecampus course material, including the Schedule of Classes and entering material in Courseleaf Section Scheduler (CLSS), maintaining course offerings and instructor list (with coordination of Department Head), and updating university catalogue. Updating course fees and making sure they appear in Schedule of Classes.
  • Running CORE reports as requested for course activities.
  • Performs student restriction overrides into Banner.
  • Schedules room for student defenses and committee meetings.
  • Assists students with submission of late registration, graduate student program of study, etc.
• 10%: OUTREACH ACTIVITES
  • Responsible for coordination of department functions (includes Fall Faculty Retreat, Fall Welcome; Retirement Gatherings, Graduation activities (reserving location, announcements, supplies, set-up/tear-down).

• 10%: SUPERVISION
  • Utilizes technical/procedural expertise to provide leadership for classified staff (2.0 FTE) who handle specialized administrative tasks in the department. Lead work includes planning, coordinating, and consulting on work being performed; disciplining and rewarding; responding to grievances; hiring and firing; and performing and signing performance evaluations.
  • Works with BioResTech III (renovation tasks, space decisions and semi-back-up for miscellaneous)
  • Maintains position descriptions for support staff. Plans, organizes, assigns, reviews, and approves support staffs work, along with the disciplining/rewarding, recommending hiring/firing and preparing and signing performance evaluations.
  • Review and approve leave requests and attendance records for classified staff.
  • Provides back up to Administrative Program Assistant dealing with Human Resources.
  • Provides coverage for main office as needed.

• 5%: ADMINISTRATION AND OVER SITE
  • Approves Drivers Authorizations for department.
  • Acts as final Approver in travel reimbursements in Concur.
  • Deposits checks for the Plant Clinic from fee payments.
  • Able to authorize department budget expenditures less than $25,000 from department funds and OSU Foundation funds.
  • Reviews and approves research grants and contract proposals submitted through the cayuse system for all members of the department.
  • Acts as Strike Coordinator for the department. Responsible for coordinating information between the department, college, and Office of Human Resources in the event of a strike. Upon approval by the college and Office of Human Resources, implement the departmental strike coordination plan to ensure coverage of essential duties and functionality of the department.
  • Approves leave requests for staff (classified/unclassified).
  • Approves time in Emp Center supervised by Department Head (including faculty, staff, undergraduate and graduate students.

• 5%: OTHER
  • Performs other duties as requested by Department Head to meet unit and College objectives.

Requirements:

• Associate degree and two years’ experience providing administrative support to an administrator or an equivalent combination of education, training, and professional experience relevant to the position.
• Effective and professional written and verbal communication skills.
• Strong interpersonal skills and the ability to work effectively as a team member with diverse groups of colleagues, faculty, and staff.
• Ability to maintain confidentiality regarding sensitive information.
• Can be flexible when responding to urgent or unexpected requests.
• Ability to work independently after initial guidance and training.
• 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.

Preferred:

• Bachelor’s degree.
• Previous experience working in an academic office environment.
• Working knowledge of university policies and procedures.
• Experience working with Banner, CLSS, CORE, 25LIVE, EvalS, Cayuse, DocuSign or similar equivalent systems.
• 5 years office experience.
• Supervision experience.
• A demonstrable commitment to promoting and enhancing diversity.

Anticipated to begin on December 1st, 2023.

Closing on September 29th, 2023.

More Info