Job Positions

Intake and Operations Specialist

Categories: Northwest Region 8


Tykeson College and Career Advising


University of Oregon

Date Posted:

Oct 19 2021 3:19PM

Close Date:

Dec 18 2021

Position Description

Intake and Operations Specialist
Job no: 528301
Work type: Classified
Staff Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support
Department: UESS Tykeson College and Career Advising
Classification: Office Specialist 2 Appointment Type and Duration: Regular, Ongoing
Salary: $14.75 - $21.40 per hour FTE: 1.0
Review of Applications Begins Position closes October 25, 2021 (updated)
Special Instructions to Applicants
To be considered for this position, please upload the following documents with your online application:
• A resume.
• A cover letter highlighting how your knowledge, skills, and experience qualify you for the requirements, competencies, and qualifications outlined in the job posting.
• The names of at least three professional references, their e-mail addresses, and telephone numbers. Department Summary
The Division of Undergraduate Education and Student Success (UESS) promotes academic excellence, universal access, engagement and achievement for the student scholar. UESS programs focus on the educational trajectory of the student by providing opportunities and services essential for progress toward scholastic objectives and intellectual development. UESS departments and programs serve the entire population of UO undergraduate students and partner closely with other campus units to support student success and engagement. The College of Arts and Sciences has nearly 50 departments and programs, spanning the Humanities, Natural Sciences, and Social Sciences, and comprises about two-thirds of all faculty, graduate students, and undergraduate majors on campus.

Position Summary
The Intake and Operations Specialist position is the first point of contact for students visiting the Tykeson College and Careers Advising unit. The position is primarily responsible for providing student intake/screening at the front desk. As necessary, the Intake and Operations Specialist disseminates general academic advising information and refers students to faculty/departmental advisors, academic support services, and other resources as appropriate. This position also supports the daily operational and logistical needs of the unit. The Intake and Operations Specialist coordinates the scheduling of the advising meeting rooms. The incumbent maintains and gathers data pertinent to assessing the drop-in, appointment, and electronic advising needs of students. In partnership with the Associate Director for College and Career Advising, the incumbent creates and manages the daily, weekly, and quarterly advising calendars of each advisor to ensure optimum advisor availability for students. The incumbent will provide administrative support to the unit by collecting/proofing timesheets, preparing supply orders, scheduling rooms for events/meetings, coordinating catering orders, and providing other administrative support as needed. This position receives information and work requests from a variety of advising staff which requires a high level of professionalism and the ability to prioritize and accomplish tasks in a timely, efficient, and accurate manner. Due to the often complex and sensitive nature of student information, exercising independent and sound judgment while maintaining confidentiality standards are of the utmost importance. The Intake and Operations Specialist reports directly to the Associate Director for College and Career Advising. Specialists must be culturally competent and able to work with first-generation, low income, underrepresented, international, and transfer students. Specialists must also demonstrate respect for all individuals, welcome diversity among students and colleagues, and actively work toward an inclusive workplace.

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

Professional Competencies
• Strong interpersonal and customer service skills (poise, active listening, tact, diplomacy, patience, discretion, assertiveness) to effectively interact with students, staff, faculty, and the general public in-person, by telephone, and via e-mail.
• Demonstrated ability to prioritize work, people, and situations.
• Demonstrated level of organizational skills to multi-task effectively in a fast-paced, detail-oriented, and time-sensitive environment.
• Strong ability to manage complex calendars and recommend necessary modifications to the daily, weekly, and quarterly schedules of multiple individuals to meet students' advising needs.
• Strong ability to exercise independent initiative and sound judgment within general guidelines; demonstrated sensitivity and acumen to identify and escalate situations and decisions which require higher-level approval or consultation.
• Demonstrated proficiency in Microsoft Windows, Outlook, Word, Excel, PowerPoint.
• Ability to operate multi-line telephones, scanners, fax, and copy machines.
• Skill in establishing and maintaining effective paper and electronic filing systems.
• Demonstrated ability to work collegially and collaboratively with diverse internal and external constituencies. Preferred Qualifications
• One-year professional experience in higher education.
• Bachelor's degree.
• Experience using Banner database or similar system.
• Special events planning and coordination.
FLSA Exempt: No
All offers of employment are contingent upon successful completion of a background inquiry. This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.
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 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 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 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

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