"Alerted.org

Position Details

Position Information

Department Career Development Ctr (MSA)

Position Title Executive Assistant

Job Title Executive Assistant

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The Associate Vice President of Student Affairs is seeking an Executive Assistant. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

This position reports to the Associate Vice-President for Student Affairs. The AVP oversees several units including Career Development Center, Office of Academic Support, New Student Onboarding, Academics for Student Athletes, and Cross Campus Strategic Initiatives. Additionally, the AVP leads various university wide strategic efforts focused on student success.

The Executive Assistant (EA) for the Associate Vice Provost ( AVP ) provides executive, project, and operational support to the AVP and portfolio of units. The EA maintains confidentiality of privileged information and performs a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, discretion, and flexibility. The EA works in a proactive and positive manner and anticipates the needs of the AVP . The EA is expected to be an intellectual contributor and is a member of the AVP Leadership Teams. The EA is responsible for understanding the mission, goals, and policies of the University, the Division of Student Affairs, and the units of the AVP’s portfolio. The EA is responsible for maintaining an image of responsiveness, student-centered priorities, and equitable processes and systems for the AVP’s units.

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

50% Administrative Assistant Duties

+ Provide confidential executive support to the AVP . Provides project and issue management as well as primary administrative and clerical support and project management in multiple areas including but not limited to, personnel matters, sensitive student issues, labor relations and strike planning, and contract administration.

+ The Executive Assistant (EA) is responsible for maintaining the AVP’s complex and dynamic schedule, using appropriate judgment to ensure prioritization of meetings, appropriate blocking, meeting prep time, etc. and coordinating requests from staff and student staff, student affairs directors, university administrators, faculty, staff, students and alumni.

+ Responsible for the preparation and organization of presentation materials, meeting notes, and other communications. Meeting management includes logistical arrangements for necessary meetings, calendaring, identifying and inviting (appropriate) participants, creating agenda’s, arranging for location and all need resources (AV, materials, catering) and ensuring that the AVP has relevant information, well in advance of a meeting and/or has been briefed in advance of the meeting. The position provides materials to meeting participants as appropriate.

+ Composes and edits confidential and general correspondence, reports and memoranda. Locates, assembles and summarizes materials for office action. Utilizes hard copy and electronic filing systems to retrieve records and information and monitors deadlines.

+ Manages travel for AVP and other directors, as assigned, including determining most appropriate itinerary according to professional and personal requirements, preparing all documents prior to and following travel, securing airline reservations, lodging, registration, and other logistical needs, and coordination of details at meeting/speaking site.

+ Keeps the AVP informed of key communications to and from departments, critical issues and deadlines, and related matters as they emerge.

+ Coordinates the logistics of the annual staff evaluation process under the guidance of the AVP , ensuring staff submits required documents in the timeline established.

+ Answers telephones, providing general and/or specific information to callers; refers or routes inquiries to other appropriate offices; greets and receives office visitors.

+ Serves as the AVP’s liaison with faculty, staff, students and the general public, providing responses to general questions and other concerns. Is expected to develop and maintain good working relationships on campus and the greater community.

+ Manages highly important and time sensitive short to long term projects, while also ensuring that milestones and deadlines are met. These projects require the following responsibilities/skills: understanding of objectives; ability to work independently and meet deadlines; research capabilities; good working relationships on campus and the greater community; and ability to negotiate arrangements and outcomes.

+ Composes and completes documents using proper spelling, punctuation and grammar, and ensures professionalism in all communications.

Budget and Resource Management (20%)

+ Works with AVP and leadership teams on all annual department budgets including oversight for future department needs. Manages invoices for internal and external vendors to ensure high quality and cost-effective services. Tracks and oversees expenditures to ensure efficient and accurate projections. Keeps staff up to date about any change in financial policies, trainings, etc.

+ Provides support for strategic planning related to department wide resource management, including but not limited to: long range financial analysis and human resource needs, employee relations in consultation with the Financial Support Services, HR, the units reporting to the AVP , and provides recommendations to the AVP .

+ Liaison between Leadership team and the FSS and Finance & Administration in summarizing, relaying, clarifying, and synthesizing pertinent information in order to make critical decisions.

+ Acts as a budget authority for overall ISD budget/indexes

+ Develops and implements strategies and tactics that meet long-term financial objectives.

+ Works with the AVP and Leadership team in the development of budgets, assisting leaders in their annual budgeting activities as well as regular revenue and expense tracking and course correcting against the budget.

+ Provides support to leadership on financial services initiatives, projects, and organization.

+ Ensures the alignment of the Finance unit with the priorities and initiatives of AVP’s units and navigating budgets within the division of Student Affairs.

+ Develops strategies for continuity, cost and revenue management, and operations improvement.

Operations (15%)

+ Facilities:Works collaboratively with Leadership Team on overseeing operations and facilities in managing the day-to-day functions of operations of the unit while implementing all service standards and strategic goals.

+ Projects:Manages highly important and time-sensitive short to long-term projects, ensuring milestones and deadlines are met. This includes understanding objectives, working independently, meeting deadlines, conducting research, and maintaining good working relationships on campus and in the greater community

+ Human Resources:In collaboration with the AVP and the business center, coordinates all aspects of recruitment and hiring of personnel, updates organizational chart, submits all documentation to HR and business center for review and approval; schedules interviews and calendars, travel arrangements for candidates, completes department onboarding process with new employee(s). Manage confidential HR related files, records and plans as needed HR related issues. Leads in developing and presenting new employee orientations, including streamline, formalize, and manage new onboarding processes.

Assessment (10%)

+ This position coordinates the collection and reporting of data, drafts briefing documents, and prepares presentations and reports to keep campus stakeholders apprised of student and employer utilization of tools. Creates, contributes and/or oversees completion of reports and presentations at the unit, divisional and institution level, facilitates and oversees quarterly and annual student affairs reports.

+ In partnership with the Director of Marketing and Communications, work to ensure that accurate and timely data is reflected in marketing and communication efforts.

Professional Development and Other Duties as Assigned (5%)

+ Complete special projects, major events, and participate on committees, taskforces, and workgroups.

+ Engage in ongoing professional development endeavors to ensure continued excellence of skills and knowledge related to the role.

+ Works collaboratively with all directors, assistant directors, and coordinators to solve problems and develop more seamless processes across various teams for employees, units, and departments.

+ Serves on and supports the AVP Leadership team.

What You Will Need

+ Bachelor’s degree in any field or combination of education and administrative support experience in a college or University setting.

+ A minimum of 3 years professional executive administrative experience with progressively increasing responsibility, at an institution of higher learning or other similarly complex institution.

+ 2 years professional experience managing complex scheduling needs for a supervisor with high level of attention to detail and accuracy.

+ 2 years professional work experience preparing budget forecasts, tracking expenditures, and working with accountants to make adjustments.

+ Professional experience in a setting requiring strict adherence to confidentiality and the maintenance and disposition of confidential records.

+ Experience interacting with and managing complex situations.

+ Demonstrated excellent written, oral and interpersonal communication skills.

+ Demonstrated excellent anticipatory and reasoning skills.

+ Excellent planning skills using technologies.

+ Proficiency with common technological applications such as Microsoft Office Suite, Vizio or other organization chart software, Zoom, desktop publishing.

+ Commitment to promoting inclusive work environments.

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

+ Professional work experience in a collegiate setting.

+ Professional experience managing an office of three or more employees, including assessing and supporting technology needs, inventory management, and supplies management. Basic accounting experience including encumbrances.

+ Experience leveraging AI.

+ Diversity equity, inclusion ( DEI ) aptitude demonstrated by participation in trainings or conferences or workshops, service on a task force or professional group related to a DEI issue, involvement in outreach activities relevant to advancing equity and access, and/or other efforts that provide evidence of a commitment to DEI . Experience with a shared database.

Working Conditions / Work Schedule

Typical office environment, Monday – Friday. This position will work within an office environment and may be expected at times to work after hours to assist with emergent issues, complete projects and/or meet objectives.

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 $56,179- $95,594

Link to Position Description

https://jobs.oregonstate.edu/position\_descriptions/85378

Posting Detail Information

Posting Number P09153UF

Number of Vacancies 1

Anticipated Appointment Begin Date 07/01/2025

Anticipated Appointment End Date

Posting Date 05/30/2025

Full Consideration Date

Closing Date 06/29/2025

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

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:

Patty Jackson

Patricia.jackson@oregonstate

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/169233

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.