Administrative Specialist

Brief Description of PSU/School/Dept
Portland State University is Oregon's most affordable public research university, located in the heart of one of America's most dynamic cities. Our mission to "let knowledge serve the city" reflects our dedication to turning ideas into action - in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners.
More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life , from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
This position exists at the Oregon Center for Career Development in Childhood Care and Education ( OCCD ), located within the PSU College of Education. OCCD promotes the quality of childhood care and education for Oregon's children and families by providing a statewide career development system for practitioners. For more information about OCCD visit our website at
Position Summary
The Administrative Specialist position provides general and specialized program support to the daily operations of the Oregon Center for Career Development in Childhood Care and Education ( OCCD ) and Oregon's early learning professionals that we serve. OCCD's Administrative Specialist provides complex cross-program phone, online, and in person technical assistance to Oregon's early childhood workforce during the 8:00 - 5:00 business hours.
Examples of job duties performed by this position: Answer phones, organize and maintain hard copy files and records, including oversee filing and record retention projects; coordinate translation projects; process invoices; complete copy projects; process incoming and outgoing physical and digital mail; oversee the work of 1-4 student workers; assist with newsletter, website, and social media communication updates; maintain office supply inventory; troubleshoot with the Office of Information Technology and other general office system providers on technical issues; and other duties as assigned.
This position is designated as "hybrid remote," meaning you will be working both remotely (from home) and in an office environment at Portland State University. The designation of hybrid remote may be subject to change at a future time. This position may require travel and attending meetings off-site. Office environment with computer terminals, printers, multi-line telephones, fax machines, and copy machines. Ability to perform repetitive hand/wrist/arm movements. Ability to work at a computer terminal for long periods of time.
Funding is expected to be renewed.
Minimum Qualifications from Classification
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.
Note:
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
Additional Minimum Qualifications for this Position

• Excellent communication skills, including: experience with customer/public information service, ability to speak clearly on the telephone and be understood, ability to effectively communicate with co-workers/colleagues.
• Experience with word processing, data input, and databases.
• Ability to accurately alphabetize documents.
• Strong time-management skills with the ability to work well under pressure, in a fast paced, multi-project office environment.
• Attention to detail.
• Flexibility/adaptability.
• Ability to understand and work with a variety of programs and individuals.
• Strong collaborative skills with the ability to organize and oversee the work of others.

Preferred Qualifications

• Accounting and/or fiscal experience
• General knowledge of or interest in Childhood Care and education field.
• General knowledge of Professional Development systems and programs.
• Comfort with navigating and learning new software.
• 1+ years of office management experience.
• Oral and written bilingual communication skills -English/Spanish, Russian, Vietnamese, or Chinese.

Key Cultural Competencies

• Creates an environment that acknowledges, encourages and celebrates differences.
• Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds.
• Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Environmental Stewardship
Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.
Work Days/Hours Monday to Friday 8am-5pm Total Compensation Range & Benefits Statement
The starting hourly rate for this position will be between $17.24 and $19.29. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR.
PSU's excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities :
Application Instructions
Additional Information
This position will be renewed beyond 6/30/25, subject to funding.
Additional Application Instructions (deadlines, etc.)
Please list the names, telephone numbers and email addresses for three professional references.
Background Check Required Yes If you have questions
Please email the Oregon Center for Career Development in Childhood Care and Education at
Search Details
Posting Close Date Application screening begins 09/23/2024