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Position Details

Position Information

Department Office of the President (UPR)

Position Title Administrative Assistant To

Job Title Administrative Assistant, Office of the President

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The Office of the President, is seeking an Administrative Assistant. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

Based in the Office of the President, the Administrative Assistant manages the reception operations and serves as a high-level ambassador for all offices on the sixth-floor executive suite, serving as a welcoming, helpful presence to visitors. Serving in this role requires a high level of integrity and a commitment to representing and upholding the values of the university.

The Administrative Assistant supports the Administrative Director and also provides a wide range of confidential, high-level administrative support to the Office of the President. Responsibilities include facilitating special projects and performing professional and administrative tasks that require technical proficiency, decision-making, and judgment on confidential issues. There is significant interpersonal interaction and access to sensitive information, requiring excellent communication skills, discretion, diplomacy, and professionalism.

This position will have access to confidential information as they will work directly with leaders whose responsibilities include personnel matters.

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

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) 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 acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) 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 theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

Administrative Assistance 50%

Reception 15%

Operations Support 20%

Executive Coordination 15%

What You Will Need

Four years of experience providing support within a fast-paced, active, and professional environment

Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience.

Demonstrate, through substantial previous experience, the ability to:

+ Interface professionally with people from all areas of a complex organization, and with outside visitors

+ Recognize and evaluate situations and handle them with confidence and authority, respond to questions and complaints, and determine the nature of requests to provide clear information and direction. Exercise sound judgment and proactively problem-solve

+ Provide exceptional customer service in person, in writing, and by phone, with a wide array of customers, clients, stakeholders, and leaders

+ Communicate effectively, both verbally and in writing

+ Plan and prioritize simultaneous projects

+ Respond with flexibility to urgent or unexpected requests

+ Work both independently and collaboratively

+ Appropriately handle highly sensitive and extremely confidential material/information

+ Meet deadlines

+ Schedule meetings for individuals and groups

Proven skill in:

+ Microsoft Office suite

+ Web-based applications, standard office software applications including email,

+ calendars, word processing, spreadsheets, and databases

+ Organizational systems and efficiencies

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

+ Bachelor’s Degree

+ Work experience at Oregon State University

+ Drupal expereince

+ Extensive professional-level experience interacting with the public in a similarly complex professional environment

Working Conditions / Work Schedule

The AA works in an executive office. Some maneuvering will be required (office supplies, event supplies, etc.). Some short-distance travel will be required, including campus errands, etc.

The AA will be expected to work on site [not remotely], Monday through Friday, 8:00 am to 5:00 pm. Occasional evening and weekend work related to event support will be required. When this occurs, a flex schedule may be implemented for the affected week. Punctuality and reliable attendance are mandatory.

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 $55,000 - $75,000

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/55185

Posting Detail Information

Posting Number P09063UF

Number of Vacancies 1

Anticipated Appointment Begin Date 07/01/2025

Anticipated Appointment End Date

Posting Date 05/01/2025

Full Consideration Date 05/15/2025

Closing Date 05/17/2025

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

Special Instructions to Applicants

To ensure full consideration, applications must be received by May 15, 2025.Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice 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.

3) Other Document 1- Please upload your answer the following prompt:

+ This question is to better understand your writing style and how you view the administrative assistant role. Describe in 300-400 words (without the use of AI), what you believe are the top 2-3 skills that an administrative assistant should have.

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: Jen Humphreys at [email protected] or 541-737-8260.

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 ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/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 [email protected].

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/168119

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.