Administrative Program Assistant
Oregon State University - Corvallis, OR

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This recruitment will be used to fill one part-time .75 FTE (approximately 30 hours per week) Administrative Program Assistant position for the Extension 4-H Youth Development Program at Oregon State University (OSU). This is a limited duration appointment expected to last approximately 1 year from the appointment begin date.

This position is a member of the state 4-H team. The Oregon 4-H Program offers a variety of programs to youth and adult volunteers across the state. Programs utilize non-formal education and activities. This is accomplished by faculty, volunteers, professionals, and support staff, who organize and conduct educational experiences through group, community and family settings.

This position works independently and reports to the 4-H Operations Coordinator to coordinate State & regional activities, including but not limited to 4-H Summer Conference, State Fair, Know Your State Government, Activate Oregon, Spring Horse Classic, and Judging contests. This includes regular communication with state and county faculty, and staff. The position participates as a team member of the OSU State 4-H Team as a part of the college of Public Health and Human Sciences (PHHS) at Oregon State University.

Position Duties

50% - Program Event Coordination
Provides administrative program coordination for 4-H Youth Development programs including oversight of facility scheduling, oversee set-up of on and off-site events which will require travel to and from event sites, participant registration, and travel coordination for all regional and State 4-H program activities and events, with additional duties specific to each event, including:

Summer Conference - Coordinate and schedule speakers for 80-90 workshops and acting as the program liaison for speakers for this 4 day event. Coordinate preparation of workshop materials and curriculum;
State Fair- Coordinate program competitions, and oversee competition judges and clerks; create and track schedules for 4-H Fair events for this 3-week event;
4-H Leader Forum - Coordinate forum workshops, prepare and track registration information and act as a liaison for Forum presenters. Coordination of forum materials;
Spring Horse Classic - Oversee computer program for contest scoring in event competition;

20% Volunteer Coordination
Oversee program volunteers working on campus and at the event sites including planning, assigning, and approving work.

15% Program Administrative Coordination
Ensures compliance to program/event operation rules, policies, and procedures by attending programs to monitor event compliance, and submitting appropriate forms with completed data and information. Compile information into reports and provide statistics to the 4-H Operations Coordinator and/or governing agencies.

Develops procedures, systems, and forms necessary for work completion, efficient workflow within the program. Prioritize, assign, and coordinate projects to meet deadlines.

10% Website/Publication Design and Maintenance
Maintain and update 4-H program website, including coordinating and editing website materials and publications.
Design, edit, and print publications for 4-H programs and events.

5% Other duties as assigned.

Position Duties (continued):
Working Conditions/Work Schedule:
This position must possess and maintain a current, valid Driver License. Travel is necessary due to the combination of office and field work to assist with planning on and off-site events which may require occasional evening and weekend hours.

Hours may vary during the year depending on programming and event scheduling.

The employee in this position will often be required to lift or carry objects weighing up to 30 pounds.

Minimum/Required Qualifications

Three years of office experience which included two years at full performance level and experience generating documents; and Lead work responsibility or coordination of office procedures.

This position must possess and maintain a current, valid driver's license and maintain a satisfactory driving record while serving in the position; therefore, the incumbent must provide a copy of their driving history for the past two (2) years from the issuing state's Department of Motor Vehicles.

Preferred Qualifications

Experience in 4-H or other Extension programs.

Proficiency in use of Excel, Word, Access, PowerPoint and other Microsoft office programs.

Experience with website design and editing software.

A demonstrable commitment to promoting and enhancing diversity.

Scholarly Outcomes for Position (academic faculty only)

Indicate how you intend to recruit for this search:
Competitive / External - open to ALL qualified applicants

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For Full Consideration Date

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A demonstrable commitment to promoting and enhancing diversity is:

A preferred qualification

Special Instructions to Applicants

The Employment History and Education section of your employment profile (application) MUST be complete and clearly show how you meet the minimum/required qualifications for the position. Applications will be reviewed based on the information submitted on your employment profile (along with posting specific question responses, transcripts, and licenses/certifications if required for the position). Resumes are NOT accepted at the application stage for classified staff positions.

Typically, the starting salary is at the lower end of the salary range.

For questions about this position, please contact: Doug Hart at 541-737-1324 or email to

OSU is an Affirmative Action / Equal Opportunity Employer

Finalists for this position will be required to obtain their driving history for the past 2 years from the issuing state's Dept. of Motor Vehicles. Offers of employment are contingent upon a satisfactory driving history and possession of a valid driver's license.

Preview of Posting Specific Questions

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Please answer the posting specific questions as thoroughly and completely as possible. The following options are available:

1) Answer the questions in the space provided.
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If you choose option 2, when answering the posting specific questions, you must enter into the provided text box a message that states "Uploaded answers as Other Document"

Describe your training and experience using word processing, spreadsheet, database, graphic design, and website design and editing software programs. Include software program names, proficiency level and type of documents produced.

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