Office Specialist For Theatre And Visiting Groups

Southern Oregon University

POSITION SUMMARY:
Date application must be received for priority consideration by: December 9, 2024
Anticipated Appointment Begin Date: January 1, 2025
Closing Date or if blank, Open Until Filled:
Job Family Group: Support Staff
Support Staff Classification Title: Office Specialist 2
Division/Department: Academic Affairs/School of Arts and Communication
Compensation Range (Salary Range 16, Steps 1-3): $17.59 -$18.93 hourly or $2,286.75-$2,461.50 monthly @ .75 FTE (30 hours per week)
FLSA Status: Non-Exempt
Appointment Basis: 12-month
Time Type: Part-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration: Renewable
This position is partially gift/grant funded and should a loss of funding occur, may be subject to a change in FTE.
This position must possess and maintain a current, valid Driver License: No
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Lead Work/Supervisory Responsibilities: No
Work Location Type: On-campus
Work Hours: M-F (9:00a - 3:00p) Hours are subject to change with notice.
Worker Status: Must be able to legally work in the United States without visa sponsorship

SPECIAL INSTRUCTIONS TO APPLICANT:

• Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant's qualifications and interest in the position; and (2) current resume/CV. - PLEASE NOTE - during the application process, you will be prompted to attach these documents in the area titled 'Resume.' Please either combine ALL documents into ONE attachment, OR upload each item separately in this section. Failure to upload ALL of the required documents may disqualify application from consideration.
• For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
• To view SOU's very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
• Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html, demonstrates our value and commitment to our employees.

POSITION DESCRIPTION:

The Office Specialist for Theatre & Visiting Groups reports to the Dean of the School of Arts & Communication and collaborates with the Chair of the Theatre Department to provide administrative support to Theatre faculty, production staff, and students. They work closely with the school's entire office support team, as well as Theatre production staff. This position also coordinates the School's Theatre Visiting Groups program.

Minimum Requirements

• Two years of general clerical experience.
• One year of which included typing, word processing, or other experience generating documents;
• OR An Associate's degree in Office Occupations or Office Technology;
• OR Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

Preferred Requirements

• Bachelor's degree or higher in a related field.
• Experience generating documents, lead work responsibility and coordination of office procedures.
• Extensive diplomatic public contact experience.
• Work experience in the Performing Arts and/or Education.

Essential Functions

Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:

(40%) General Office Coordination for the Theatre Department

• Organizing the main department office and maintaining office supply inventories; receiving and distributing department mail;
• Answering or redirecting phone, email, or in-person inquiries from current and prospective students, parents, staff, faculty, and the public; explaining and clarifying Department rules, processes, and procedures to students, staff, faculty, and the public;
• Identifying space and equipment needs; arranging for office building and equipment repairs or services;
• Assisting the Department Chair with filing systems, confidential record keeping, and document archiving;
• Assisting the Department Chair with departmental communications; assisting with the planning and scheduling of departmental meetings and events, including reserving spaces, placing catering orders, and coordinating student and volunteer labor;
• Maintaining Theatre Department staff manual with current processes and procedures; assisting with the training and supervision of School Ambassadors (student staff), delegating tasks as needed; assisting new employees, including term-by-term faculty, with getting onboarded into SOU systems, gaining access to keys and fobs, and connecting them to other relevant resources on campus;
• Supporting new employee searches within the department by coordinating communications and schedules with applicants, arranging their travel, lodging, and meals, and keeping track of their agenda when on campus;
• Assisting Theatre faculty with special projects as time allows.

(25%) Academic Program Support for Theatre

• Assisting Theatre faculty with curriculum development processes and catalog updates;
• Assisting Theatre faculty with assessment processes; generating department enrollment, SCH, and ELU reports;
• Supporting the department with graduation planning; collecting and archiving syllabi for all Theatre Department classes each term;
• Confirming, documenting, and posting Theatre faculty office hours each term;
• Assisting school staff and the Department Chair with the development of the annual Course Budget Planner;
• Assisting school staff and the Department Chair with the creation of each term's academic schedule and with making changes to the schedule as needed.

(10%) Theatre Department Budget Support

• Maintaining a department Pcard and placing orders when authorized by the Department Chair;
• Assisting Theatre faculty and staff with processing reimbursements;
• Helping the Department Chair monitor the annual budget, and producing budget reports at the Chair's request;
• Helping Theatre faculty track their PDA spending.

(25%) Visiting Groups Coordination

• Leading the effort to rebuild the Visiting Groups program within the School of Arts & Communication, especially within the Theatre Department, and coordinating between SOU Housing, Outreach & Engagement, the School of Arts & Communication, and the Oregon Shakespeare Festival in support of the Visiting Groups program;
• Maintaining the Visiting Groups program website; working with the school's marketing staff to create and distribute marketing materials and information packets for Visiting Groups;
• Responding to inquiries from and booking and invoicing Visiting Groups;
• Coordinating workshops for Visiting Groups, including reserving spaces, preparing itineraries, and hiring workshop facilitators.

Skills, Knowledge, and Abilities

• Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Demonstrated customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
• Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
• Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
• Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
• Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
• Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
• Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
• Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
• Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
• Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
• Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
• Teamwork. Demonstrated ability to work effectively as a team player; and coordinate several functions and determine the relative importance of each; ability to work with a high level of productivity and accuracy/attention to detail.

Physical Demands

• Normal office activities such as sitting/standing at a desk, using a computer, answering phones, and communicating in person both in writing and via phone with others.
• Move/transport up to 50 pounds.

Special Conditions

• Must be willing to travel and attend training programs off-site for occasional professional development.
• Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
• Must be able to successfully pass a pre-employment background check.
• This position classification has been defined as non-exempt and is subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
• The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.
• This position is partially gift/grant funded and should a loss of funding occur, may be subject to a change in FTE.
  

_________________________

SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce

In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.

Diversity Statement:
Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.

SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, the discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together - who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return, they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon (https://www.grandronde.org) and the Confederated Tribes of Siletz Indians (https://www.ctsi.nsn.us/) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We encourage YOU to learn about the land you reside on and to join us in advocating for the inherent sovereignty of Indigenous people.

Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the 'Clery Act'), require that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.

An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:
https://inside.sou.edu/security/statistics.html. A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu.



To apply, please visit: https://sou.wd1.myworkdayjobs.com/en-US/Southern_Oregon_University/job/Southern-OregonAshland-Campus/Office-Specialist-for-Theatre-and-Visiting-Groups_R0000598







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