Administrative Assistant to Academic Leadership

Administrative Assistant to Academic Leadership

Oregon State University

Department: College of Business Dept (BUS)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: Salary is commensurate with skills, education and experience

Job Summary:

The College of Business is seeking an Administrative Assistant to Academic Leadership. This is a full-time (1.00 FTE), 12-month, professional faculty position.

This position provides confidential executive and administrative support to the College of Business Academic Leadership (Associate Deans, Assistant Deans, and School Heads). Support activities include: exceptional and professional internal and external customer service to a wide variety of clients; coordinating communications; scheduling; event planning; and maintaining paper & electronic filing & record keeping systems.

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

• 7 cultural resource centers 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 a 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.

Future and current OSU employees can use the https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

70% Academic Leadership Administrative Support:Serve as liaison and communication link between Academic Leadership (including Associate/Assistant Deans, School Heads, Assistant/Associate School Heads), Dean’s Office, college personnel, university administrators, as well as donors, industry executives, alumni, federal, state, and local officials and the general public, promoting inclusive and respectful interactions with all stakeholders.

Maintain the calendars of Academic Leadership. This includes arranging and confirming appointments and submitting travel authorizations, making arrangements, and processing reimbursements as needed. Schedule standing and ad hoc meetings as needed, ensuring accessibility and inclusivity in scheduling considerations, and make independent decisions regarding scheduling needs.

Independently originate correspondence, memos, and other material representing the policies and intent of the Academic Leadership, ensuring that communications are inclusive and accessible. Respond to inquiries from individuals and organizations requiring interpretation and application of policies and procedures. Complete or redirect tasks when appropriate to ensure a prompt response.

Prepare and maintain confidential or sensitive correspondence. Proofread and edit all documents prepared for the signature of Academic Leadership.

Coordinate maintenance of academic programs, personnel, and external constituent files with pertinent College personnel. Manage activities, including the implementation of procedures and software tools to meet needs and deadlines.

Provide support for the teaching faculty evaluation process including running reports for appropriate software, reviewing and editing draft evaluations as needed, scheduling discussion meetings with the School Heads, routing paperwork for signatures and records maintenance.

Participate with School Heads and Associate School Heads in the development and implementation of policies, procedures, and practices within each school.

20% Promotion and Tenure:Assist School Heads, Associate Dean of Research, and Executive Assistant in annual promotion and tenure, and third year review processes ensuring fairness, transparency, and adherence to timelines. Activities will include developing and managing processes and implementing high quality systems that support an inclusive environment, where all faculty members feel valued.

10% Professional Development/Special Projects/Other as Needed:Pursue relevant professional development opportunities, particularly those that enhance understanding and implementation of DEI principles, fostering a culture of continuous learning and inclusivity.

Serve as the backup for essential tasks for the other administrative office personnel.

Assist with student worker training, work assignments, and supervision.

Assist with priority projects and college event planning and coordination as needed.

What You Will Need

• Bachelor’s degree in Business, Finance, Communications, Sociology, Psychology, or other related discipline, and at least three (3) years experience providing advanced administrative support to an administrator; OR an equivalent combination of education, training, and professional experience providing executive-level administrative support.

• Ability to anticipate, understand, and respond to customer service needs in a positive, confidential, and sensitive manner, with an inclusive and respectful approach to diverse backgrounds.

• Experience in highly sensitive and confidential work environment.

• Strong competency with computer programs; specifically, Microsoft Office Suite or equivalent and Adobe Acrobat.

• Excellent written and verbal communication skills, utilizing inclusive language and the ability to communicate with tact and diplomacy across diverse cultural boundaries.

• Ability to work effectively independently as well as within a team.

• Excellent organizational skills and attention to detail.

• Demonstrated ability to manage varied and shifting priorities.

• Project management experience, including planning and prioritizing simultaneous projects.

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.

What We Would Like You to Have

• Demonstrated ability to learn and work with varied and changing software and systems.

• Working knowledge of university software, systems, and processes.

• Demonstrated ability to plan, implement, evaluate and report on activities that impact multiple stakeholders.

• Experience pulling reports and compiling data to support administrators or decision-makers.

• Experience directly supporting multiple administrators.

• Experience with Promotion & Tenure processes.

Working Conditions / Work Schedule

Normal work schedule is 8 a.m. to 5 p.m., Monday-Friday; evening hours will be needed intermittently to support events and/or high-volume work periods. Occasional travel may be required as needed to support events.

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:

Tara Cooper

tara.cooper@oregonstate.edu

541-737-6024

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.

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 our https://hr.oregonstate.edu/careers/background-checks website including the 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 at employee.relations@oregonstate.edu.

To apply, please visit: https://apptrkr.com/5363600

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