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Administrative Program Assistant Jobs

Company

Oregon State University
Address , Corvallis, 97331, Or
Employment type FULL_TIME
Salary
Expires 2023-07-20
Posted at 11 months ago
Job Description
This recruitment will be used to fill one full-time Administrative Program Assistant position for University Housing and Dining (UHDS) at Oregon State University.
UHDS recognizes the importance of learning both in and out of the classroom and supports the concept of education as an individual as well as a community experience. UHDS strives to provide students, faculty, staff, and guests with safe, economical, convenient, and comfortable living and dining options, and the department works to maintain the highest educational and service standards. UHDS houses over 4,800 students and offers a variety of living and dining options in 15 residence halls, three dining centers, 10-14 retail and coffee shop locations across campus, a market, and a limited number of family apartments. UHDS is an auxiliary enterprise which is funded solely by customers who use our services — we receive no State or General fund allocation.
UHDS is committed to an appreciation for diversity, and fosters an open, respectful, and enjoyable living, learning, and working environment. A personal and professional commitment to providing excellent customer service and creating inclusive environments is a core value of University Housing and Dining Services.
University Catering is a full-service caterer offering a wide variety of campus events, including small intimate gatherings, business meetings, conferences, weddings, and black-tie events ranging in size from 5 to over 2,000 guests. University Catering offers standard or specialized menus to meet every client’s needs. University Catering generates approx. $2.1 million in sales. Total number of events per day range from 10 to 40. OSU focuses on local and sustainable ingredients, healthy food options and cooking from scratch.
University Catering is committed to bridging the community and Oregon State University by enhancing campus experiences through hospitality and creating career ready students. At University Catering we approach every event and every interaction with intention through shared ownership. As a team we focus on Inclusivity, Acceptance and Communication, and we act with a commitment to Developing of ourselves, our team, and our students.
The purpose of this position is to complete the daily billing, reconcile payments into the Catering software, answer phones, and assist the Catering Operations Manager with event order entry and tracking changes to orders. This position is also responsible for the accurate and timely entry of a variety of payments to vendors, as well as deposits from clients. This position will maintain the catering software database; prepare sales reports to assist Catering Managers and Chefs in the evaluation of processes, policies and menus regarding service, food costs and menu mix. This position will also assist with menu item labeling which must include allergen information.
This position is eligible for meal perquisites per the SEIU contract.
This position will adhere to all OSU and UHDS policies and procedures.
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:
  • 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
  • 7 cultural resource centers that offer education, celebration and belonging for everyone
  • Top 1.4% university in the world
  • For more interesting facts about OSU visit: https://oregonstate.edu/about
  • 35k+ students including more than 2.3k international students and 10k students of color
  • 217k+ alumni worldwide
  • 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
  • More research funding than all public universities in Oregon combined
  • 1 of 3 land, sea, space and sun grant universities in the U.S.

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 county. 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 comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
  • Retirement savings paid by the university.
  • Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
  • 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.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Position Duties
60% Catering Event Tracking, Billing and Receivables:
  • Develop and create training documents, train, and assist all users in the use of the event management software.
  • Deposit payments and reconcile credit card transactions, which may require trip to OSU Cashier’s Office.
  • Document JV numbers received back from AABC into CaterTrax for each event order.
  • Complete data entry in CaterTrax after the event to create final billing for clients.
  • Update event management software (CaterTrax) for clients’ events ensuring high level of accuracy, integrity, and standardization. Collect missing billing information before the event occurs.
  • Once final billing is approved by the Catering Operations Manager, scan and send to AABC.
  • Prepare quarterly receivables report
  • As needed, explain state/federal laws, rules and regulations, and institution policies and procedures regarding payment options.
  • Enter event orders into CaterTrax as directed/needed by the Catering Operations Manager.
  • Prepare catering reports to assist Catering Managers and chefs in evaluating sales, menu items, and policies.
  • Prepare and distribute Banquet Event Orders and production sheets for kitchen & front of house staff daily.
  • Track and rebill any receivables over 30 days old.
  • Provide customer service by answering phones and emails, communicating to Catering & Culinary team in a timely manner changes received for upcoming events, or new event requests.


30% Administrative Support Duties:
  • Request and track cash banks for events, and deposit any income received.
  • Works independently to resolve problems or issues with catering managers and/or vendors. Investigates and contacts vendors and department and/or University employees regarding discrepancies in payments or billing.
  • Oversee the coordination, inventory, and ordering of office supplies via BennyBuy.
  • Train, and maintain status, as an OSU search advocate for the benefit of UHDS search committees.
  • Oversee mail sorting, campus mail delivery, outgoing mail and parcel delivery, coordination of office machinery repair and maintenance & building maintenance and repair.
  • Oversee the front office opening and closing at designated times.
  • Provide search support for UHDS as needed.
  • Assist clients with initial account set-up in CaterTrax.
  • As needed, reserve vehicles or rentals for specific days and/or events.
  • Review and ensure that individual menu item cards are maintained with up-to-date allergen information, and new cards are created as needed. Train catering students to sort or pull cards for events.
  • Maintain client records for Catering.
  • Process payment requests for facility fees, alcohol, liquor license, and event permits through Benton County Health Dept.
  • Create signs or labels as needed for events.
  • Process vendor invoices and credit card purchases for accounts payable.
  • Support banquet and dining managers by using BennyHire to start the process with HR for hiring student employees or removing them from the system.
  • As directed, order catering supplies online using the procurement card.

5% Customer Service & Communication:
  • Maintain good communication with all catering and dining center managers, chef’s, catering staff, etc., paying attention to and communicating relevant event details in a timely manner.
  • Resolves or refers concerns or complaints to appropriate departments. Acts as a resource and referral for campus services and programs.
  • Provides customer service and resolutions to customer service problems.
  • Maintains familiarity with university and department policies and procedures to address a variety of questions and concerns for customers.
  • Builds and maintains collaborative working partnerships and a high level of internal and external customer service within the unit, department, and OSU community.
  • Maintain good vendor relationships; make contact when having invoice/billing issues.

5% Other Duties as Assigned:
  • Assist with event service as needed or directed, including going out on deliveries.
  • Fill in for Cashier 2 on South Side when they are absent. Duties to include; preparing, issuing, and receiving cash drawers and accompanying paperwork for all South side retail locations. Verifying all paperwork, including; daily counting and balancing of safe, balancing closing reports, making change and maintaining security of all funds. Preparation of deposit and deposit forms, providing deposit and accompanying forms to transport company personnel. Provide cashier support as needed.
  • Assist with year-end closing processes.
Minimum 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.
Additional Required Qualifications
  • Demonstrated knowledge of and experience with recording and tracking critical financial documents, including data entry, and archiving of such documents.
  • High degree of accuracy and attention to detail is required.
  • Proficient computer skills (Microsoft products, Banner, and CORE reports) are essential for satisfactory performance.
  • Experience providing high quality customer service.
  • Demonstrated success in performing complex tasks and prioritizing multiple projects while meeting designated deadlines.
  • Food Handlers Certificate within 30 days of Employment.
  • State of Oregon, OLCC Server permit within 30 days of Employment.
  • Experience generating business correspondence.
  • Experience in a fast paced, public services-orientated environment required.
  • Ability to manage multiple priorities, and timelines, as well as track details, within an environment of frequent interruptions.


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 (Special) Qualifications
  • Financial Information System (FIS) Experience. Database Management Experience. Accounts Payable Experience.
  • Experience with events, preferably with food service planning.
  • An understanding of food/menu costing.
  • Experience creating training documents and providing training to others.
  • Knowledge of Food Service terminology and trends.
  • Preferred qualifications include a demonstrable commitment to promoting and enhancing diversity.
Working Conditions / Work Schedule
  • This can be a physically active job in an institutional kitchen environment. Incumbent may experience working periods of standing on a hard floor; working with catering equipment; fluctuation in work flow, temperature and noise level.
  • UHDS dining operations run seven days per week, so weekends, evenings, and occasional holiday work may be required. OSU requires the ability to work a flexible schedule based on the needs of the business.
  • Must have the ability to make quick decisions under stress.
  • This position is deemed essential and the incumbent is expected to report to work during inclement weather, emergency and other University work curtailments or closures.
  • Must be able to work at least part of shift on your feet and perform frequent arm movements.
  • The employee in this position will often be required to lift/carry/push/push/pull objects weighing up to 50 pounds.
  • Good attendance is crucial for stability and day-to-day business needs. Must follow attendance schedule and break schedule, and must be on time and in uniform when shift begins.
This position is deemed essential and the incumbent may be expected to report to work during inclement weather, emergency and other University work curtailments or closures. Yes This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information

Posting Number
P04190CT

Number of Vacancies
1

Anticipated Appointment Begin Date
07/03/2023

Anticipated Appointment End Date

Posting Date
05/09/2023

Full Consideration Date

Closing Date
05/28/2023

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

Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.
Equivalent required experience is based on full-time equivalent (40 hours per week).
If you are using relevant volunteer experience to meet minimum qualifications, please include this information in the Employment History section of the application.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Cass Williams
[email protected]
541-737-2005
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
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. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement