Administrative Program Specialist

Full job description

Job no: 533723
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Education, Research/Scientific/Grants, Planning/Project Management

Department: DESTNY Grant Management Unit
Classification: Administrative Program Spec
Appointment Type and Duration: Regular, Ongoing
Salary: $20.15 - $30.45 an hour
FTE: 1.0

Review of Applications Begins

May 1, 2024; position open until filled

Special Instructions to Applicants

To be considered for this position, please include a cover letter that describes your interest and how your skills, abilities and experience meet the minimum qualifications, professional competencies, and, if applicable, preferred qualifications of this position.

Department Summary

This position will primarily support the administrative and research-funded activities in Secondary Special Education & Transition (SSET) and Oregon Career Information System (CIS), both research and outreach units in the Disability Early Intervention Secondary Transition & Youth (DESTNY) grant management unit.

The general focus of research and outreach in SSET is comprised of developing research-based practices to ensure youth with disabilities succeed in fulfilling their desired adult roles, including meaningful employment, completion of postsecondary education, and living independently in the community.

The Oregon CIS is a consortium of state and local agencies devoted to developing and disseminating current, state-based career information. Oregon CIS maintains a network of linkages with data-producing agencies, education service districts, school districts, community colleges, and over 600 user sites throughout the state. Oregon CIS maintains a staff to produce career planning information and support materials, manage computerized delivery systems and other products, and provide training and support to user agencies and schools.

Position Summary

The purpose of this position is threefold:
The Administrative Program Specialist will take full responsibility for planning, scheduling, and coordinating departmental travel, conferences, meetings, trainings, webinars, and other events and activities related to current research and outreach. This position will prepare surveys, registrations, forms, swag bags, packets, and any materials needed for on- and off-site conferences and meetings. In addition, it develops travel budgets and cost projections for budget analysis, in coordination with conference events inside and outside of Oregon, including but not limited to site selection, suitability, and accessibility following ADA guidelines. In some cases, travel to conferences and meetings may be necessary to provide on-site assistance with an event.

The Administrative Program Specialist will assume responsibilities that are associated with managing administrative and financial transactions for both units including budgeting, procurement, contracting, purchasing, accounts payable, accounts receivable, and communication with the University accounting and business affairs office for the resolution of issues and discrepancies, tracking errors in grant accounting in the University accounting system, and interfacing with the University financial system.

The Administrative Program Specialist position will be responsible for the coordination of various projects and/or assignments from set-up to completion related to research, technical assistance, and data management, including data entry, managing databases (e.g., Qualtrics, and project specific), assistance with grant proposals, website management, and other research-based activities. In addition, this position will serve as the liaison between the units (SSET and CIS) and UO travel, purchasing, and business affairs offices.

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 post-secondary education may be substituted for up to one year of experience.

Professional Competencies

• Skills with Microsoft Office software (Word, Excel, Powerpoint, etc).
• Strong organizational skills to carry out multiple projects and meet deadlines.
• Ability to work independently and in teams.
• Excellent public relations and communication skills.
• Ability to interact professionally with all levels of the University of Oregon community and its constituencies, as well as individuals from diverse backgrounds and cultures.

Preferred Qualifications

• Experience with business travel planning.
• Experience with special event/conference planning.
• Experience working with research grants.
• Experience with Purchasing and Contracting services policies and procedures.
• Knowledge of Uniform Guidance Laws, rules, regulations, and institution policies and procedures for compliance with federally funded projects.
• Knowledge of the Individuals with Disabilities Education Act (IDEA), American Disabilities Act (ADA), Office of Special Education Programs, and Rehabilitation Services Administration, and policies.

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.

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 uocareers@uoregon.edu 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 statement of non-discrimination.

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.

Advertised: April 17, 2024 Pacific Daylight Time
Applications close: