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Position Details

Position Information

Department Univ Human Resources Central (XHR)

Position Title Executive Assistant

Job Title Executive Assistant to the Vice Provost and Chief Human Resources Officer

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

University Human Resources is seeking an Executive Assistant to the Vice Provost and Chief Human Resources Officer. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

University Human Resources ( UHR ) provides comprehensive human resources support for Oregon State University units and employees located in all counties throughout the state of Oregon.

The Executive Assistant to the Vice Provost and Chief Human Resources Officer ( CHRO ) is responsible for providing a wide range of administrative support, record-keeping, office management, event planning, and coordination of responsibilities in a confidential and highly complex environment. Reporting directly to the CHRO , the Executive Assistant works closely with the University Human Resources ( UHR ) leadership team to execute the CHRO’s goals and priorities.

The Executive Assistant primarily provides confidential administrative support to the CHRO , including maintaining a complex calendar, coordinating meeting logistics and materials, and managing travel arrangements for the CHRO . The Executive Assistant establishes relationships with a wide network of people and works both collaboratively and independently.

Typical activities include the preparation and management of communications for UHR with internal and external constituents including follow-up on activities or communication as needed; coordination of logistics; and coordinating special projects, committee meetings, agendas, and taking meeting minutes. The incumbent is responsible for understanding the University’s mission and goals, and UHR policies, procedures, and goals.

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

80% – Confidential Administrative Support to CHRO :

+ Provides confidential administrative support to the CHRO .

+ Serves as a liaison with employees, students, and the general public on behalf of the CHRO and UHR .

+ Manages calendar and schedule for the CHRO and coordinates meetings.

+ Prepares and coordinates travel arrangements for the CHRO and their reimbursements upon travel completion.

+ Participates in the development of UHR procedures and practices.

+ Drafts and provides input on correspondence and other official acts for the CHRO .

+ Works preventatively to identify potential challenges and opportunities, establishing and maintaining a good relationship network across the university community.

+ Collaborates with the UHR Senior Leadership Team to create and implement plans to defuse crises and advise the CHRO on these issues.

15% – Organizational Support:

+ Manages the flow and submission of relevant information to finance, vendors and employees regarding the status of payment of invoices.

+ Event planning for UHR events, when asked.

+ Maintains confidential files and records on behalf of the CHRO .

+ Manages outreach and engagement efforts on behalf of CHRO .

+ Manages UHR computer and office supply inventory and purchases

5% – Other Duties as Assigned:

+ Participate in committees as a representative of UHR .

+ Other duties as assigned

What You Will Need

+ Bachelor’s degree in business administration, human resources management, public administration, or other field related to the work; Or 5-7 years of progressive experience serving in a similar capacity supporting an executive.

+ 3-5 years’ experience working in a position with progressive administrative responsibilities.

+ Prior progressive experience supporting leaders at the executive level.

+ Proficiency in MS Office and Adobe programs

+ Demonstrated ability to:

+ Appropriately handle highly sensitive and extremely confidential material/information;

+ Communicate effectively in writing and orally;

+ Interface professionally with people from all levels of the University, and with individuals outside of the University, including individuals who may be upset;

+ Plan and prioritize simultaneous projects with strict deadlines, and to manage multiple tasks and shifting priorities while coordinating a high volume of incoming work;

+ Respond with flexibility to urgent or unexpected requests.

+ 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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What We Would Like You to Have

+ Prior experience working in a university academic setting

+ Basic knowledge of finance and budgeting

Working Conditions / Work Schedule

This position may require evening and weekend hours.

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 $75,000 - $90,000

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/18846

Posting Detail Information

Posting Number P09102UF

Number of Vacancies 1

Anticipated Appointment Begin Date 06/16/2025

Anticipated Appointment End Date

Posting Date 05/14/2025

Full Consideration Date

Closing Date 05/28/2025

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: Bonny Ray at [email protected] or 541-737-2806

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/168542

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.