Job Description

Position Details

Proposed Start Date

11/16/2025

Classification Title

Office Specialist 2

Working Title

Department Services Coordinator

Department

270501 - MEN Mechanical Engineering Office

Position Number

D96569

Representation

OP - SEIU/OPEU Local 503

Position FTE

1.0

End date, if applicable

Position Summary

Brief Description of PSU/School/Dept

The Mechanical and Materials Engineering department serves both undergraduate and graduate students with four degree options and two certificate options. Our department currently has 12 full time faculty and three full time staff. We are a part of the Maseeh College of Engineering and Computer Science- a college dedicated to opening doors for students who might not otherwise pursue engineering and computer science careers. As Oregon's only federally recognized minority-serving institution (MSI) for engineering, we provide unmatched support for first-generation students, transfer students and others seeking paths in STEM.

Position Summary

The Departments of Mechanical & Materials Engineering and Engineering & Technology Management are seeking a collaborative problem-solver to join our administrative team. The successful candidate will offer warm approachability balanced with firm and consistent boundaries. The team member should be a curious, detail-oriented, adaptable, self-starter who is unafraid to ask questions. In this role, the team member will have the ability to influence change and enhance the student experience. There will be opportunities for cross-training and professional development, in addition to ownership of special projects. The Department Services Coordinator is a 1.0 FTE position that reports to the MME/ETM Department Manager.

The successful candidate supports student programs through information dissemination, connecting students to a myriad of resources, and serving as a point of contact for questions. Through all sectors of communication, the incumbent establishes reliable and timely rapport with incoming students, helping them feel welcome, seen and heard.

The incumbent also offers support to various department faculty, the department Chairs, and the department manager, as related to finance and operations. The incumbent in this position conducts department purchasing, supports office administration, supports student hiring processes, serves as the Department travel administrator, and supports the Academic Program Administrator in serving both undergraduate and graduate student needs. Below is a truncated list of the core functions of the Department Services Coordinator position:

Student Hiring & Department Travel Support + Assists with hiring functions for students and adjunct faculty as directed by department manager
+ Oversees the PSU Travel process for students, faculty, and staff
Financial Transactions & Purchasing + Processes purchases for the departments, faculty, and students
+ Provides guidance to faculty, staff, and students on purchasing procedures and reimbursement requirements
Student Information & Assistance + Processes course overrides under direction of Academic Program Administrator
+ Assists with inquires about programs and services in the MME/ETM Department inbox
Office Administration + Distributes and compiles data for course evaluations
+ Serves as the Authorized Access Requestor with Campus Public Safety to process keycard access and key requests
Student Events + Leads recruitment and retention even planning for student events
+ Assists with departmental graduation and capstone events

Minimum Qualifications from Classification

Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents;

OR

An Associate's degree in Office Occupations or Office Technology;

OR

Graduation from a private school of business with a Certificate in Office Occupations or Office Technology

AND

one year of general clerical experience.

Note:

College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.

Additional Minimum Qualifications for this Position

Preferred Qualifications

1-2 years customer service experience preferred. Experience in higher education administration helpful, though not required. Other preferred skills include:

Proficiency in Word, Excel, and Google Docs Excellent oral and written communication Demonstrated flexibility and attention to detail

Key Cultural Competencies

Creates an environment that acknowledges, encourages and celebrates differences. Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds. Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adheres to all PSU policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Environmental Stewardship

Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.

Work Days/Hours

Monday - Friday 8 a.m. - 5 p.m.

Total Compensation Range & Benefits Statement

The starting annual salary rate for this position will be between $39,084 - $44,244 dependent upon qualifications and experience with an excellent benefits package including 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools.


Application Instructions

Additional Information

Additional Application Instructions (deadlines, etc.)

Please include the names, email addresses and phone numbers for 3 professional references.

Background Check Required

Yes

If you have questions