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Position Details

Position Information

Department Provost / Exec Vice Pres (XPV)

Position Title Administrative Assistant To

Job Title Administrative Assistant, Office of the Provost

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

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

The Office of the Provost is led by the Provost and Executive Vice President (P/ EVP ), the University’s chief academic and operating officer, charged with overseeing progress on the University’s strategic goals in education, scholarship, engagement, internationalization, and institutional reputation. The P/ EVP ensures that the financial resources and administrative and physical infrastructure of OSU are closely aligned with its mission as a leading land-grant research university with a focus on inclusive excellence and the deep integration of research, teaching, and engagement. OSU’s aspirations and goals are articulated in the University’s strategic plan: Prosperity Widely Shared: The Oregon State Plan. The P/ EVP supervises all academic deans, vice provosts, the Chancellor and Dean for OSU -Cascades, and several other senior leader positions.

The Administrative Assistant (AA) reports to the Chief Assistant to the Provost. This is a 1.0 FTE , 12-month professional faculty appointment (continuous employment) position.

The AA provides direct administrative support to the Chief Assistant to the Provost and the Senior Advisor to the Provost for Strategic Initiatives. The AA provides reception for the West end of the 6th floor, general office coordination, and administrative support to other members of the Office of the Provost as needed. The AA works in a coordinated fashion as a member of a team of administrative professionals in the Office of the Provost. Activities include typical administrative work. There is significant interpersonal interaction and access to sensitive information, requiring excellent communication skills, discretion, sound judgement, diplomacy, and professionalism. Responsibilities require technical proficiency, anticipatory skills, decision-making, and professional judgement. See Position Duties for additional details.

The AA will be reviewed annually. This process includes a written self-assessment for the previous year and written goals for the coming year, including plans for professional development and university service. The review will result in a response from the supervisor to the employee, with regular check-ins. The AA will bring a continuous improvement approach to their work, always seeking ways to improve and enhance their performance.

The Office of the Provost continuously seeks ways to reduce waste and increase efficiency and sustainability. The AA will incorporate this value into all event planning efforts. This position will have access to confidential information and will work directly with senior 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

90% – Administrative Services and Support

• Provide direct administrative support to the Chief Assistant to the Provost.

• Provide direct administrative support to the Senior Advisor to the Provost for Strategic Initiatives.

• Serve as a liaison with faculty, staff, students, stakeholders, community members on behalf of the Office of the Provost, including phone, email, and in person interactions.

• Perform calendaring for individuals and groups/committees – calendaring can be a complicated process including responding to requests, anticipating scheduling needs, constant application of independent judgement to evaluate priorities, and making appropriate adjustments to schedules when needed.

• Make travel arrangements for individuals and groups – includes determining and booking most appropriate travel itinerary according to business and personal needs,

• preparation of documents prior to and following travel, securing reservations for air, car, other travel, lodging, registrations, and various other logistics.

• Manage the processing and submission of invoices; provide relevant information to Financial Services colleagues, vendors, and employees regarding the status of payment.

• Provide administrative and logistical support for executive search committees, other committees, and task forces.

• Draft and/or edit correspondence and other documents; assist with presentation preparation, including use of PPT . Research and compile information and data into reports in support of special projects.

• Manage OSU [email protected] email account, including review of incoming emails, referring them for response, etc.

• Review and approve/decline emails to the Inform lists.

• Update content/edit existing web pages when requested.

• Assist with initiatives and special projects, including tracking and coordination of information, responses, and timelines in response to internal and external requests.

• Coordinate guest/visitor visits, including assistance with travel, logistics on campus and within the community, and responding to specific requests or needs.

• Assist with event and meeting planning and staffing, including communications, meeting rooms, catering, meeting materials, invitation management, and other logistics. This includes a variety of events over the course of the year. Most noteworthy and visible of the events, Commencement occurs each June. The AA will provide event support for Commencement as needed throughout the year, and will work during the event each June.

• Liaise with colleges and divisions to gather updated organizational charts for posting to the Office of the Provost website twice annually. Update org charts for units that don’t create their own.

• Liaise with OSU telecommunications, community network, facilities services, recycling services, surplus property, and various other offices as needed.

• Provide reception and customer service for the West end of Kerr6. Provide excellent service that considers the diverse and various perspectives of the internal and external visitors to the Office of the Provost.

• Responsible for covering the office and/or coordinating with others to be sure the office is covered.

• Maintain ongoing communication with other team members to ensure effective response to office workload.

• Process and track requests and approvals for the Professional Faculty Professional Development Fund.

• Responsible for a variety of activities related to maintaining the office environment, including ordering office supplies and equipment, making coffee, dusting/cleaning, watering plants/overseeing the plant service, running errands, etc.

• Responsible for sorting incoming and outgoing mail.

• Perform on and off campus deliveries and errands.

• Organize and maintain electronic and hard copy files.

10% – Other duties as assigned; service:

• Other duties as assigned.

• Serve on committees as assigned.

• Follow emergency alert procedures; serve as one of two or more floor monitors for the 6th floor of Kerr.

• Complete and remain current with all OSU employee critical trainings. Participate in professional development.

• Coordinate the 6th floor’s participation in the annual food drive.

What You Will Need

Approximately 3+ years of experience providing administrative 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, 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

• Work with motivation and a positive, can-do attitude (an attitude of service and contribution)

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 experience

• 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 lifting will be required (office supplies, event

supplies, etc.). Some on-campus travel will be required, including campus errands, etc. Minimal driving for errands may be required.

The AA will be expected to work on site, Monday through Friday, 8 AM to 5 PM. This is not a remote or hybrid position. Occasional evening and weekend work related to event support may be required. 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 $65,000 -$75,000

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/168954

Posting Detail Information

Posting Number P09130UF

Number of Vacancies 1

Anticipated Appointment Begin Date 06/16/2025

Anticipated Appointment End Date

Posting Date 05/23/2025

Full Consideration Date

Closing Date 06/06/2025

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:

Gigi Bruce

[email protected]

(541)737-8414

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.

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/169000

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.