Administrative Program Specialist

Union Pacific; Honolulu (HI); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid time off

Job summary

The University of Oregon is seeking an Administrative Program Specialist to plan, schedule, and coordinate departmental travel, conferences, meetings, trainings, webinars, and related events for ongoing research and outreach.

The role also covers budgeting, procurement, contracting, purchasing, accounts payable/receivable, and grant accounting within university systems, plus data management, website updates, and liaison duties across SSET, CIS, and campus offices.

Qualifications

• Two years of experience as an administrative specialist or executive support specialist involving project/operation support.
• Equivalent combination of training and experience may be accepted.
• One year of post-secondary education may substitute for up to one year of experience.

Responsibilities

• Plan, schedule, and coordinate departmental travel, conferences, meetings, trainings, webinars, and other events.
• Prepare surveys, registrations, forms, swag bags, packets, and materials for on/off-site conferences.
• Develop travel budgets and cost projections in coordination with conference events.
• Manage budgeting, procurement, contracting, purchasing, accounts payable/receivable, and liaison with university offices.
• Coordinate projects from setup to completion, including data management and grant-related tasks.

Skills

Microsoft Office

Organizational skills

Independent work

Team collaboration

Communication skills

Education

Post-secondary education considered

Two years of related experience may substitute

Tools

Qualtrics

Budgeting tools

Job description

Position Summary

The purpose of this position is threefold: The Administrative Program Specialist will take full responsibility for planning, scheduling, and coordinating departmental travel, conferences, meetings, trainings, webinars, and other events and activities related to current research and outreach. This position will prepare surveys, registrations, forms, swag bags, packets, and any materials needed for on‑and off‑site conferences and meetings. In addition, it develops travel budgets and cost projections for budget analysis, in coordination with conference events inside and outside of Oregon, including but not limited to site selection, suitability, and accessibility following ADA guidelines. In some cases, travel to conferences and meetings may be necessary to provide on‑site assistance with an event. The Administrative Program Specialist will assume responsibilities that are associated with managing administrative and financial transactions for both units including budgeting, procurement, contracting, purchasing, accounts payable, accounts receivable, and communication with the University accounting and business affairs office for the resolution of issues and discrepancies, tracking errors in grant accounting in the University accounting system, and interfacing with the University financial system. The Administrative Program Specialist position will be responsible for the coordination of various projects and/or assignments from set‑up to completion related to research, technical assistance, and data management, including data entry, managing databases (e.g., Qualtrics, and project specific), assistance with grant proposals, website management, and other research‑based activities. In addition, this position will serve as the liaison between the units (SSET and CIS) and UO travel, purchasing, and business affairs offices.

Minimum Requirements

• Two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations;
• OR an equivalent combination of training and experience
• One year of post‑secondary education may be substituted for up to one year of experience.

Professional Competencies

• Skills with Microsoft Office software (Word, Excel, Powerpoint, etc).
• Strong organizational skills to carry out multiple projects and meet deadlines.
• Ability to work independently and in teams.
• Excellent public relations and communication skills.
• Ability to interact professionally with all levels of the University of Oregon community and its constituencies, as well as individuals from diverse backgrounds and cultures.

Preferred Qualifications

• Experience with business travel planning.
• Experience with special event/conference planning.
• Experience working with research grants.
• Experience with Purchasing and Contracting services policies and procedures.
• Knowledge of Uniform Guidance Laws, rules, regulations, and institution policies and procedures for compliance with federally funded projects.
• Knowledge of the Individuals with Disabilities Education Act (IDEA), American Disabilities Act (ADA), Office of Special Education Programs, and Rehabilitation Services Administration, and policies.

Benefits

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

Equal Opportunity and Non‑Discrimination Statement

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at [e-mail] or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non‑discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.