Project Coordinator
Oregon State University
Department: Office of the Registrar (XUS)
Appointment Type: Classified Staff
Job Location: Corvallis
Recommended Full-Time Salary Range:
Job Summary:
This recruitment will be used to fill one full-time Project Coordinator position for the Office of the Registrar at Oregon State University (OSU).
The Office of the Registrar is an Oregon State University mission-critical unit. We serve as an innovative partner, providing a clear path for student success. Institutional integrity is ensured through our strict adherence to confidentiality. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We are able to provide continual outstanding service because of our commitments to excellence, equity, collaboration and innovation. The Office of the Registrar is dedicated to providing a welcoming and inclusive work environment, in which each individual is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.
The project coordinator position in the Office of the Registrar is a member of the Projects & Communications team. This position is responsible for coordinating the administrative tasks, collecting, analyzing, and presenting data associated with projects in the Office of the Registrar. Collaboration, communication, and organization are important aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever-changing environment; comfort with ambiguity and flexibility are important.
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 cultural resource centers 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.
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
50% Project Coordination
• Identify resources and administrative steps needed for project completion; develop project plan in consultation with appropriate participants; initiate project and coordinate steps to ensure participation of appropriate stakeholders. Leverage project coordination best practice methods and procedures, modifying as necessary, to accomplish project needs.
• Work collaboratively with internal and external project stakeholders.
• Schedule project meetings, consulting with project managers on agenda topics; prepare and distribute agendas before meetings, ensure appropriate stakeholders are included.
• Record detailed and precise notes about project decisions and updates to the timeline, task assignments, etc., and distribute to the workgroup promptly. Communicate task assignments and proactively follow up with workgroup members to ensure completion of tasks by the agreed timeline.
• Identify project difficulties and identify ways to prevent future barriers (i.e. conflicting priorities, barriers to timeline, etc.). Identify and implement resources and support services necessary to keep projects moving forward.
• In consultation with project managers, prepare and update project-related documents (i.e. minimum threshold analyses, project charters, project work plans and timelines, test plans, etc.).
• Monitor all project statuses regularly, troubleshooting barriers to project advancement, frequently reviewing and confirming timelines and barriers with project managers. Consult with supervisor when projects stall on the next steps.
• In response to project manager requests, modify project plans and communicate changes to stakeholders when unforeseen changes or developments arise.
• Coordinate and engage in project assessment closing meetings, reviewing project outcomes and records to ensure documentation is appropriate and complete. Coordinate assessment protocol with the project manager and assessment lead. Determine control actions and share recommendations with supervisor before closing out projects according to project completion tasks.
20% Data Collection, Analysis, and Reporting
• Perform identification of project and process goals and objectives, making recommendations for process improvements through data analyses, creation and analysis of current and future state process maps.
• In collaboration with the project workgroup, create a data plan for measuring objectives and assist in data collection and analysis.
• Prepare and present easy-to-interpret visual presentations and reports of data analysis for leaders to make informed and timely decisions regarding project needs.
• Support project managers by creating, distributing, and analyzing the results of project feedback surveys and developing summary reports.
• Collect and analyze data for inclusion in the Office of the Registrar’s annual report.
20% Project Planning
• Coordinates intake for project requests and minimum threshold assessments.
• Works with subject matter experts and/or project managers to identify and incorporate measurable project objectives, timelines, and work plans into the future project charter.
• Creates and administers surveys for project planning purposes, and prepares summary reports for review by supervisor to determine project priority with stakeholders. Review project approvals, start dates, and completion deadlines to determine prioritization of duties for projects.
• Works collaboratively with communication and project managers to create a stakeholder analysis and communication plan to ensure all stakeholders are represented throughout the project.
• Engage in the project road map and priorities meetings by creating agendas, taking and distributing detailed and accurate notes, updating priorities, and preparing appropriate project updates for the project website.
5% Staff Development
• Attend regular team and office All-Staff meetings. Actively participate in office discussions, workshops, and retreats. Participates in university or professional organization staff development activities or conferences.
5% Other duties as assigned
• On occasion, assists other units within the Office of the Registrar with university programs and activities. Assists with annual commencement-related activities and ceremony, as required.
What You Will Need
• Training, education, or experience with project management, business analysis, or process improvement
• Excellent written and verbal communication skills, with the ability to reach audiences with different backgrounds or experiences
• Ability to communicate technical and functional information with staff who have varying levels of technical skill or experience
• Ability to analyze complex issues and situations, identify alternative solutions, forecast consequences and recommend an effective course of action
• Demonstrated leadership, collaboration, and relationship-building in a team environment
• Demonstrated experience managing deadlines and priorities; organized, on time, and with attention to detail
• Proficiency using Microsoft Office Suite or other similar applications
• A demonstrated commitment to diversity, equity, and inclusion
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
• Bachelor’s degree
• Higher education experience
• Lean Six Sigma experience
• Experience creating and presenting process maps, summary reports and visuals of data analysis findings
• Experience collaborating with stakeholders, with competing priorities, in a high stakes’ environment
• Ability to work within an environment where ambiguity and the ability to pivot quickly are commonplace
Working Conditions / Work Schedule
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Special Instructions to Applicants
To ensure full consideration, applications must be received by 04/23/2024. 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.
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 this position.
Equivalent required experience is based on full-time equivalent (40 hours per week).
For the Supplemental Question section: Applicants may reference paid or unpaid work experience in their answers.
PLEASE NOTE: If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact:
Autumn Landis
Autumn.landis@oregonstate.edu
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.
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/5168587
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