Job Description

Job Summary
Marketing Services & Solutions is seeking an Administrative Manager. This is a full-time (1.00 FTE), 12-month, professional faculty position.

Marketing Services & Solutions, a division of University Relations and Marketing, provides professional services and creative guidance for the multi-faceted communication pieces and events that it produces for departments across the university as well as associated external clients.

The Administrative Manager oversees department administrative operations related to daily operation of the department. These duties include departmental billing, including A/R & A/P, university fleet copier program, and monitoring university CAPS account. This position works closely with the Associated Vice President of MS&S and other members of leadership team on daily operations and budgeting matters, preparing, and providing financial reports to assist in decision making.

URM values respect – respect for our customers, respect for our services and the value we bring to the university, and respect for our team members. We acknowledge and honor the dignity and fundamental value of all individuals and endeavor to ensure that our programs, services, policies, and procedures support individual and organizational efforts to build respect, dignity, fairness, caring, equality, and self-esteem among our entire team. Our efforts will support Oregon State University’s efforts to create and sustain an environment that respects diverse traditions, heritages, and experiences.
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 comprehensive benefits package 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.
• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
40% MS&S Finance Oversight
Responsible for accurate, and timely recording of, information in MS&S’s revenue, expense, and asset accounts and archiving supporting documentation according to OSU policy. Including but not limited to:

Accounts Payable and Accounts Receivable: Responsible for MS&S’s Accounts Payable and Accounts Receivable operations including confirming vendor and customer information, using appropriate accounts, reconciling any discrepancies, and timely processing. Create payment requests for non-invoice payments and irregular invoices.

Credit Cards and Travel: Use Concur to reconcile department credit cards, travel expenses, and reimbursements. Research and create pre-trip authorizations. Collect receipts, maintain credit card purchases log, create reports for users, and verify user reports are submitted monthly.

Accounts Receivable: Work with Billing and Receivable’s accountant to ensure accurate customer billing with Print MIS software. Responsible for vendor relationships, monitor administration fees for print purchase jobs, investigate and document refunds and refund customers appropriately. Reconcile and deposit cash and credit card sales.

25% Customer and Vendor Support
Support internal and external customers, A/R, A/P, Financial Strategic Services, and vendors. Answer questions and provide documentation about MS&S’s operation, job specifications, invoicing, payment, and shipping procedures. Research billing errors, process corrections through appropriate procedures. When necessary, refer customers and vendors to appropriate personnel, website, or OSU department.

20% Creative Services, Printing, and Mailing support:
Administrative: Research and complete special projects as directed by the VP of MS&S. Coordinate with PCMM on purchasing of equipment, new and renewing vendor contracts,. Assist staff with navigating OSU procedures and policies, referring to appropriate departments as necessary.

Copiers: Supervise fleet copier program. Reconcile monthly maintenance invoices. Verify contract pricing is correct on new copiers and maintenance agreements, submit invoices for payment. Back up to billing and orders as needed. Work with Ricoh Representative to resolve purchasing and billing issues.

Data Research: Perform data research and create billing and cost spreadsheets, including but not limited to: Job costing, shipping invoice/download billing, fleet copier billing, vendor costs, supply costs, expense vs revenue costs.

Postage: Monitor and process postage reserve account payment requests, verify postal invoices for payment and deposit refund checks. Monitor business reply mail processing and billing, daily MS&S mail processing.

Shipping: Manage billing and payment process for shipping. Remote in to shipping computer, perform updates, download weekly shipping files, and maintain databases. Create download for customer billing.

Year-end: Coordinate invoice payments to coincide with fiscal year requirements and deadlines. Archive physical and digital files according to OSU retention guidelines.

10% Supervision
Directly supervise 2-3 staff members. Establishes work schedules, unit goals, and expectations for staff. Meets regularly to ensure policies are followed and completes performance evaluations. Reviews and approves timesheets and leave requests. Manage accountant duties with Printing MIS software functions, MS&S procedures, and level of customer service. Provide feedback to B&R manager as requested.

5% Other Duties as Assigned
Provides support in other areas as needed.
What You Will Need
Bachelor’s degree in Business, Business Management, Communications, Finance, Management, Non-profit Management or in a related field, and two years’ professional experience providing administrative and/or financial support to a program or office; OR, an equivalent combination of education, training, and professional administrative and/or financial support experience
The administrative support and personnel management may include demonstrated ability to plan, organize, evaluate, manage, and delegate; set priorities; and manage multiple projects, activities, and deadlines simultaneously.
The financial support may include budgeting, reconciling, accounts payable/receivable.
Experience providing leadwork or supervision to other employees.
Working knowledge and experience with Microsoft Excel and Word.
Experience with databases and/or information/order management systems.
Excellent written and verbal communication.
A demonstrable commitment to promoting an inclusive work environment.

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

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.
What We Would Like You to Have
Banner and workday experience.
Print Management experience.
Working Conditions / Work Schedule
Office environment.
Operates computer and uses phones.
May be required to sit and/or stand for extended periods of time.
The employee in this position will often be required to (lift/carry/push/push/pull) objects weighing 50 pounds.
Typical schedule 8-5, Monday-Friday.
Will be exposed to loud noises in the production area.