Administrative Manager

Department: Printing & Mailing Svcs (NPM)

Position Title: Office Manager

Appointment
Type: Professional Faculty

Job Location: Corvallis

Benefits Eligible: Full-Time,
benefits eligible

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.

Pay Method: Salary

Pay Period: 1st through the
last day of the month

Pay Date: Last working day of the month

Recommended Full-Time Salary
Range: $48,945- $83,067

Link to Position Description: https://jobs.oregonstate.edu/position_descriptions/172763

Number of Vacancies:
1

Anticipated Appointment Begin Date: 11/12/2025

Closing Date:
10/01/2025

Indicate how you intend to recruit for this search
Competitive / External – open to ALL qualified
applicants

Special Instructions to Applicants

When applying you will be required to attach the following
electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared
you for this position.

You will also be required to submit the names of at least three professional references, their e-mail
addresses and telephone numbers as part of the application process.

For additional information please contact: Jeff Todd, [email protected], 541-737-9062

We are an Equal Opportunity
Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender
Public website prior to hire.

Starting salary within the salary range will be commensurate with skills, education, and
experience.

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 Background
Checks website including the for 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 [email protected].