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Administrative Manager

Oregon State University

Oregon State University

Department: Horticulture (AHT)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: $66,900-$73,900

Job Summary:

The Department of Horticulture is seeking an Administrative Manager. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

The Department of Horticulture https://horticulture.oregonstate.edu/ (https://horticulture.oregonstate.edu/) is in the College of Agricultural Sciences (https://agsci.oregonstate.edu/home/about/departments-programs (https://agsci.oregonstate.edu/home/about/departments-programs) at Oregon State University. The Department is interdisciplinary, extensive, and diverse. Faculty include tenure track professors (26), non-tenure track research professors and Professors of Practice (15), Instructors (15), and Research Associates and Assistants (45), as well as postdocs, advisors, and staff (16). Grant expenditure was nearly $11 million in 2024. Research faculty explore the frontiers of genetics, genomics, molecular biology, physiology, ecology, soils, crop and nutrient management, water quality and conservation, tillage and cropping systems, integrated pest management, entomology and apiculture, and sustainable and organic farming systems. The Department supports 8 endowed and Named Faculty Positions. We have faculty in Corvallis and the North Willamette, Mid-Columbia, and Southern Oregon Research and Extension Centers. Extension faculty deliver educational programming within diverse commodity areas, often working directly with farmers and specialty crop producers. We have 300 undergraduate majors (66% enrolled exclusively in our online program) and over 50 graduate students, and our endowments provide support for over $120,000 in scholarships annually. Teaching faculty work with students in Corvallis and through our extensive online program, including degree-granting (seven undergraduate options), certificate (Urban Agriculture), minors and options in entomology, and a variety of non-credit offerings.

The Administrative Manager supports the Department Head by engaging in strategic planning activities, project management, management of support resources and personnel, annual reports/reviews production, and other projects, as needed. The position is responsible for assisting in the establishment of departmental policies, providing direct supervision of office staff, performing all human resource/personnel duties for the department, and acting as resource/liaison contact to departmental personnel, faculty, staff, students, other College and University units, and the public, including tasks such as preparation, coordination, and monitoring of salary worksheets, fiscal reports, and departmental AES , E & G, Extension, ARF , Foundation and Grants budgets.
This position must maintain a high integrity, and the ability to maintain confidentiality, is essential. This position develops memoranda, minutes, fiscal and data reports. This position serves as the Assistant to the Department Head, the departmental Human Resources liaison, office staff supervisor, telecommunications coordinator, and promotion and tenure coordinator.
The purpose of this position is to ensure the smooth and efficient completion of all activities required for effective administrative support in the Department of Horticulture at Oregon State University. The Administrative Manager manages the 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 office 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.
College of Agricultural Sciences (CAS ) faculty are committed to enhancing student success by engaging students in quality academic, research, internships, global studies, and other experiential learning opportunities. Positions with primary responsibility for extension and outreach are likewise committed to learner success through programming appropriate for diverse audiences. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the Sciences (https://agsci.oregonstate.edu/home/about/departments-programs (https://agsci.oregonstate.edu/home/about/departments-programs) at Oregon State University. The Department is interdisciplinary, extensive, and diverse. Faculty include tenure track professors (26), non-tenure track research professors and Professors of Practice (15), Instructors (15), and Research Associates and Assistants (45), as well as postdocs, advisors, and staff (16). Grant expenditure was nearly $11 million in 2024. Research faculty explore the frontiers of genetics, genomics, molecular biology, physiology, ecology, soils, crop and nutrient management, water quality and conservation, tillage and cropping systems, integrated pest management, entomology and apiculture, and sustainable and organic farming systems. The Department supports 8 endowed and Named Faculty Positions. We have faculty in Corvallis and the North Willamette, Mid-Columbia, and Southern Oregon Research and Extension Centers. Extension faculty deliver educational programming within diverse commodity areas, often working directly with farmers and specialty crop producers. We have 300 undergraduate majors (66% enrolled exclusively in our online program) and over 50 graduate students, and our endowments provide support for over $120,000 in scholarships annually. Teaching faculty work with students in Corvallis and through our extensive online program, including degree-granting (seven undergraduate options), certificate (Urban Agriculture), minors and options in entomology, and a variety of non-credit offerings.

The Administrative Manager supports the Department Head by engaging in strategic planning activities, project management, management of support resources and personnel, annual reports/reviews production, and other projects, as needed. The position is responsible for assisting in the establishment of departmental policies, providing direct supervision of office staff, performing all human resource/personnel duties for the department, and acting as resource/liaison contact to departmental personnel, faculty, staff, students, other College and University units, and the public, including tasks such as preparation, coordination, and monitoring of salary worksheets, fiscal reports, and departmental AES , E & G, Extension, ARF , Foundation and Grants budgets.
This position must maintain a high integrity, and the ability to maintain confidentiality, is essential. This position develops memoranda, minutes, fiscal and data reports. This position serves as the Assistant to the Department Head, the departmental Human Resources liaison, office staff supervisor, telecommunications coordinator, and promotion and tenure coordinator.
The purpose of this position is to ensure the smooth and efficient completion of all activities required for effective administrative support in the Department of Horticulture at Oregon State University. The Administrative Manager manages the 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 office 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.
College of Agricultural Sciences (CAS ) faculty are committed to enhancing student success by engaging students in quality academic, research, internships, global studies, and other experiential learning opportunities. Positions with primary responsibility for extension and outreach are likewise committed to learner success through programming appropriate for diverse audiences. There is an expectation that, as part of your role in the college, you embody and advance the principles and practices conveyed in the Oregon State University. The Department is interdisciplinary, extensive, and diverse. Faculty include tenure track professors (26), non-tenure track research professors and Professors of Practice (15), Instructors (15), and Research Associates and Assistants (45), as well as postdocs, advisors, and staff (16). Grant expenditure was nearly $11 million in 2024. Research faculty explore the frontiers of genetics, genomics, molecular biology, physiology, ecology, soils, crop and nutrient management, water quality and conservation, tillage and cropping systems, integrated pest management, entomology and apiculture, and sustainable and organic farming systems. The Department supports 8 endowed and Named Faculty Positions. We have faculty in Corvallis and the North Willamette, Mid-Columbia, and Southern Oregon Research and Extension Centers. Extension faculty deliver educational programming within diverse commodity areas, often working directly with farmers and specialty crop producers. We have 300 undergraduate majors (66% enrolled exclusively in our online program) and over 50 graduate students, and our endowments provide support for over $120,000 in scholarships annually. Teaching faculty work with students in Corvallis and through our extensive online program, including degree-granting (seven undergraduate options), certificate (Urban Agriculture), minors and options in entomology, and a variety of non-credit offerings.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS :

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a https://hr.oregonstate.edu/benefits/prospective-employee with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. 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, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

35% Assistant to Department Head

• Provide administrative support to and project management for Department Head.
• Serve as liaison between Department Head and faculty, staff, students and public.
• Research, collect data to develop fiscal and informational reports and databases related to various issues and projects.
• Determine resource needs and priorities and make recommendations to Department Head.
• Perform continuous update and improvement of the database for faculty annual PROF reviews.
• Recommend equipment and supplies purchases for department office.
• Recommend employee types for hire.
• Recommend fiscal strategies to maximize resources.
• Serve as signature authority of the Department Head for personnel actions for all but tenure-track and tenured faculty.
• Perform confidential administrative support functions for the Department Head including:
• Collect and assemble statistical and other information required by the Department Head. Respond to correspondence and prepare reports.
• Respond with appropriate information to routine requests for information for the Department Head’s signature.
• Assist Department Head with confidential human resources matters, and advice on setting policy and procedures.
• Oversee the promotion and tenure process including:
• Coordination of the department P & T Committee review schedules;
• Compilation of the dossier materials in compliance with the OSU Promotion and Tenure guidelines;
• Convene promotion and tenure committee meetings; soliciting external reviewer letters of evaluation and Student Committee evaluations.
• Responsible for the completed dossier and the submission of dossier per the OSU and CAS guidelines.
• Peer Evaluations of Teaching for Mid-Term and P & T reviews
• Mid-Term Reviews
• Promotion and Tenure Review
• Promotion Reviews

30% Human Resources Liaison

• Advise Department Head and faculty on personnel regulations, recruitment and hiring processes for all OSU appointment types and serve as the department contact with the Office of University Human Resources.
• Oversee academic/research faculty hiring process work with Chair of Search Committee to schedule committee meetings, and coordinate interviews.
• Assist faculty with recruiting research associates, postdoctoral scholars, faculty research assistants, classified staff, and temporary employees.
• Assist hiring manager to develop the position description and posting information.
• Coordinate the hiring and reappointment of Graduate Assistants.
• Submit appointment requests for student worker positions.
• Submit requests for hourly rate increase for student workers.
• Support DH in preparation and changes to faculty position descriptions.
• Serve as liaison with the Office of International Services to prepare requests for visa documents, including J-1, H-1B, and permanent residence applications.

20% Supervision

• Perform supervisory and managerial work with department for three full time office staff and 1-2 student workers
• Plan, assign, approve and review work; discipline/reward, recommend for hiring/firing. Ensure quality standards; train staff and oversee their productivity.
• Coordinate work and workload, authorize overtime; conduct annual performance appraisals and set staff goals. Monitor attendance, review and approve timesheets. Identify training and professional development needs of support staff. Review position descriptions, conduct interviews and hire replacements as needed.

10% Fiscal Management

• Assist with budget development, control, and oversight. Work with Department Head to develop strategies to maximize the effectiveness of the fiscal resources of the department.
• Manage department Fees Development and submission process. Use Fees electronic submission database.
• Manage department space inventory. Use space electronic submission database.
• Assist with budget development, control, and oversight of the Department’s fiscal operations.
• Work with Accountant to develop strategies to maximize effectiveness of the fiscal resources of department with approval of the Department Head. Coordinates the implementation of the strategies.
• Work with Department Head to prepare salary worksheets and annual budget reports.
• Work closely with Financial Strategic Services partners to ensure timely processing of personnel and fiscal information.

5% Other Duties as Assigned

What You Will Need

• A bachelor’s degree in education administration, business administration, liberal arts, agricultural sciences or related field and two years of experience providing advanced professional administrative support and personnel management, which includes a demonstrated ability to plan, organize, evaluate, manage and delegate; set priorities; and manage multiple projects, activities, and deadlines simultaneously or an equivalent combination of education, training and professional experience.
• Previous experience leading, supervising, or managing projects and/or staff.
• Proficient in the use of networked computers including applications for word processing, Microsoft Excel or comparable software, electronic mail, and scheduling.
• Ability to make independent decisions and recommendations which align with policies, and act as a resource person.
• Ability to interact with others with broad and diverse backgrounds.
• Effective written and verbal communication skills.
• Ability to work independently with minimal supervision.
• Demonstrated commitment to anticipating, understanding, and responding to customer needs in a positive, confidential, and sensitive manner;
• Demonstrated initiative and thoughtful decision-making skills and ability to make independent decisions and to take independent actions;
• Demonstrated flexibility, adaptability and a willingness to contribute to the success of team and goals;
• Demonstrated ability to meet deadlines, set priorities, manage multiple projects and tasks;
• Demonstrated ability to plan, implement, evaluate and report on activities;
• Ability to interpret laws, policies, procedures, and regulations and communicate them effectively;
• Strong interpersonal communication skills to enable collaboration w/ diverse communities;
• Demonstrated regard for confidentiality, discretion and diplomacy.

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.

What We Would Like You to Have

• Previous experience working in higher education environment.
• Working knowledge of university policies and procedures.
• Experience working with Banner, CLSS , CORE , 25LIVE, EvalS, Cayuse, DocuSign or similar equivalent systems.
• Experience working w/ International Programs, visa processing for hiring, international scholars, and student interns.

Working Conditions / Work Schedule

Typical office hours 8am to 5pm M-F. Spends extensive periods of time using a computer and interacting with members of the department. Because of deadlines of the university and this office, this position must work under demands of heavy volume and fluctuating workloads during specific times of the term and year.

Ability to lift, carry, push and pull items under 30 lbs.

Special Instructions to Applicants

To ensure full consideration, applications must be received by March 31, 2025.Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants

When applying you will be required to attach the following electronic documents:

1) A resume; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact:

Patricia Stock Patricia.stock@oregonstate.edu 541-737-1317

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.
Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our https://hr.oregonstate.edu/careers/background-checks website including the https://hr.oregonstate.edu/careers/candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/6083840

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