Pre-College Youth Programs Administrative Program Assistant

Southern Oregon University

76d • $20 - $22

About The Position

The Division of Outreach & Engagement at SOU provides non-credit programs and access to credit programs for K-12 youth. This position supports SOU Pre-College Youth Programs through process enhancements, assigned projects, data analysis and reporting, customer service, management of registration and payment processes, and technical support in the running of programs including Advanced Southern Credit, Early Entry, Academic Competitions, summer camps, and more. These programs are self-support through user fees, grants, and donations. Ability to successfully interact with a diverse population is a must.

Requirements

• Three years of office experience which includes two years at full performance level and experience generating documents.
• Lead work responsibility or coordination of office procedures.

Nice To Haves

• Five years experience in general office work.
• Bachelor’s degree.
• Intermediate level of experience with Microsoft Office programs, especially Excel.
• Experience composing, editing, and proofing correspondence.
• Experience in basic accounting.
• Web page management and social media marketing experience with demonstrated effectiveness.
• Working knowledge of Banner SIS.
• Working knowledge of Adobe Creative Suite (Photoshop, Illustrator, InDesign).
• Two+ years working in higher education, nonprofit organizations, education systems, or with youth.

Responsibilities

• Manage registration processes for an extensive array of youth programs in multiple complex systems (including Banner/Workday, IdealLogic, hard copy, and Excel), including training support staff for these functions.
• Serve as the primary point of contact for prospective and current program participants, families, community, teachers, coaches, and program partners by phone, email, and in person.
• Greet, assist, and explain registration/application processes, rules, laws, and policies with professionalism and service excellence as a core value.
• Maintain a complex multi-program calendar with critical dates for communications, application opening/due dates, and planning benchmarks.
• Manage and anticipate timelines, content, and audience for communications regarding departmental activities and university policies, processes, and procedures.
• Maintain and enact extensive Pre-College Youth Programs communications strategy, including website, social media presence, email and text messaging, and mailed communications for multiple programs.
• Oversee and implement back-end preparation for all non-credit programs.
• Anticipate potential problems, and identify and enact solutions.
• Meet with the program director to review new program details and make recommendations.
• Research opportunities, competitors, potential, and current partnerships.
• Assess the current landscape and trends and make recommendations accordingly.
• Create and manage systems for tracking and reporting of data as required to meet grant guidelines.
• Organize, process, and prepare applications from multiple programs for review and acceptance.
• Review applications against program criteria and make acceptance determinations.
• Establish and maintain student information digitally for all programs; proficient use of complex CRM system to create, run, and analyze reports and ensure accuracy of data collection.
• Plan and execute small and large-scale event logistics including food and room reservations; support volunteer recruitment and training.
• Serve as a liaison to the campus community.
• Independently create flyers, certificates, and other documents for program use.
• Assemble and distribute materials and prepare for programs.
• Ensure accuracy and anticipate needs.
• Act as webmaster. Ensure the website is up to date with pertinent, engaging, accessibility-compliant, and helpful information in conjunction with program openings and deadlines.
• Take registration payments via cash, check, and credit card.
• Apply online deposits to credit registrations.
• Handle daily deposits, including reconciling online payments for registrations and delivery to Business Services.
• Create, distribute, and follow up on invoices to external partners.
• Purchase, procure, and manage departmental inventory.
• Anticipate and initiate orders for programs.
• Hire, train, and supervise student and temporary workers to assist with program preparation tasks and registrations.

Benefits

• Compensation Range: $20.98-$22.83 hourly; $3,636-$3,958 monthly @ 1.0 FTE.
• Benefits Eligible: Yes.
• Renewable position.

What This Job Offers

• Job Type: Full-time
• Education Level: Bachelor's degree