Department: DSGN School of Art & Design
Classification: Administrative Program Assist
Appointment Type and Duration: Regular, Ongoing
Salary: $17.43 – $26.00 per hour
FTE: 1.0
Review of Applications Begins
August 22, 2023; position open until filled
Special Instructions to Applicants
In order to be considered, complete applications must include the following along with the online application:
• A cover letter highlighting how your knowledge, skills, and experience qualify you for each of the requirements, competencies, and if applicable, preferred qualifications outlined in the job posting
• A resume of your professional work experience and education
Department Summary
Situated within a nationally recognized research institution, the School of Art + Design attracts students and faculty who value the study of art or product design in the context of a larger intellectual and critical environment. Nationally and internationally active, the faculty thrive on making connections between their individual studio practices and teaching. While we have diverse backgrounds, philosophies, and approaches, we have a strong commitment to a collective mission and a shared governance model.
The Product Design Department, and its Sports Product Design graduate program, are part of the School of Art + Design, along with the Department of Art. Our School lies within the College of Design; which also includes the School of Architecture & Environment, the School of Planning, Public Policy and Management, and the Department of the History of Art and Architecture. With approximately 180 undergraduate BFA majors and 32 graduate students, the Department of Product Design focuses on designing objects for use, with an emphasis on making products more energy-efficient, more ergonomically appropriate, more cost-effective, and more socially responsible. The Masters in Sports Product Design program is fully based in Portland. The Department includes 8 tenure-track faculty and 5 Career Instructors. The UO art and design degrees are accredited by the National Association of Schools of Art and Design.
Position Summary
The Product Design Administrative Specialist provides direct administrative support to the Department of Product Design (PD) in Eugene and Portland while maintaining a high level of customer service and accuracy in critical school administration. The Product Design Administrative Specialist is part of a four-person administrative team that works collaboratively to provide support for the School of Art + Design. Responsibilities include managing the front office, interfacing with students and services staff to ensure they are quickly connected with resources, answers, and room scheduling.
This position is also responsible for maintaining clear, user-friendly versions of departmental forms, guides, and handbooks. The Product Design Administrative Specialist also manages communications and outreach tools employed by Product Design and Sports Product Design, including e-mail listservs. This position reports to the Business Operations Manager and is responsible for recruiting, supervising, and overseeing the work of student employees.
The position is responsible for the initiation and completion of payroll forms, and course and curriculum scheduling for the Department of Product Design, which includes the Sports Product Design program. This role organizes and initiates payroll for staff and students and handles classroom scheduling for all Product Design faculty. Payroll procedures, policies, and changes are tracked and communicated to faculty and staff through this role while ensuring the department is in compliance with university policy. This role processes curricular proposal changes as needed and provides coverage for scheduling and payroll in the event the Product Design Department Specialist is unavailable. This position also coordinates all GE contracts and time tracking for Product Design, assisting with hiring, onboarding, and orientations as a first point of contact. This position tracks and schedules GE assignments in collaboration with unit leadership.
Work at this level requires comprehensive knowledge of Product programs and operations, and the ability to interpret and explain laws, rules, policies, and procedures. The Product Design Administrative Specialist researches and interprets information and responds to faculty and student inquiries, providing advice and direction. This position is responsible for negotiation with department heads and other course schedulers to resolve problems and reach settlements and is the primary point of contact for faculty and students with regard to scheduling requests and curriculum inquiries. This position analyzes scheduling data and assists the Department Head and staff in developing long and short-range program goals with regard to class schedules.
The Product Design Administrative Specialist provides contact support to help students and faculty navigate the new scholarship system as needed. This role provides administrative support to facilitate acceptance and denial letters. To support student advising, this position acts as a liaison and coordinates with student advisors to provide lists for degree audits and students’ information as necessary. This position coordinates advising appointments in the Navigate system. This role provides assistance in reservations, catering orders, and event planning, as needed for the Department of Product Design. For large classroom and meeting requests, they are the primary point of contact for space planning and are responsible for ensuring that resources are available as requested by unit leadership.
Minimum Requirements
• 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.
Professional Competencies
• Accuracy and care in all work products.
• Strong organizational skills and high attention to detail.
• Ability to maintain confidentiality and use discretion when handling sensitive materials.
• Flexibility in handling change and adapting to new situations.
• Ability to work successfully in a team environment and create effective relationships.
• Ability to communicate complex rules and regulations in a clear and effective manner to diverse audiences through verbal and written communication skills.
• Ability to establish and maintain open, effective, and positive working relationships with clients, co-workers, superiors, representatives of other organizations, and the general public while working effectively within an increasingly diverse population.
• Proficiency with Microsoft Excel.
Preferred Qualifications
• Recent scheduling and office administrative experience in a higher education setting, or increasingly responsible accounting experience in a general office setting.
• Experience with Banner or similar enterprise resource planning (ERP) software.
• Experience working with and/or training in Kronos/UKG Ready time and attendance system.
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: August 8, 2023 Pacific Daylight Time
Applications close: