Honors College Executive Assistant

Honors College Executive Assistant

Oregon State University

Department: Honors College (WHC)

Appointment Type: Professional Faculty

Job Location: Corvallis

Recommended Full-Time Salary Range: $51,072-$86,904

Job Summary:

The Oregon State University Honors College is seeking an Executive Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The Oregon State University Honors College (HC) is a degree granting college within Oregon State University (OSU). The overall mission of the college is to provide an innovative, enriched learning experience to more than 2000 undergraduates, integrating students from all academic colleges into a cohesive community. The college supports OSU's strategic initiatives; advances equity, inclusion, and diversity; and provides employees with resources to meet the college's strategic priorities, while also supporting employee professional development and growth.

The executive assistant in the HC is responsible for executive administrative support of the HC dean; day-to-day operational management of the college; program planning supporting admissions, fund-development, and student engagement; oversight of human resource, financial, operational, and facilities projects; and administrative support of the associate dean, assistant deans, and directors. This position supports the full range of operations in the college and requires diverse, flexible adaptation to changing requirements and objectives and the ability to advance the development of a community that supports the success of all members. The executive assistant represents the dean and the college to external and internal partners and uses independent judgement to plan the dean's schedule, activities, and engagements. The executive assistant partners regularly with counterparts in other OSU colleges and university administration in supporting the dean and in overseeing college programs and operations. The ability to work independently, use sound judgment, and maintain confidentiality is imperative.

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

The incumbent in this position is expected to be informed about principles and practices that advance equity, inclusion, and diversity and integrate those principles into the performance of job responsibilities.

30% Program planning and execution:Plans, coordinates, and executes approximately 50 programs for students, staff, and external partners annually. Works independently with catering, facilities, printing and mailing, vendors, campus partners, and business partners to plan, prepare, and execute programs, including external relations engagement programs. Ensures accessibility of programing to all community members.

30% Office management:Oversees college operations, including teaching, student, and administrative facilities. Manages and tracks supply and event budgets, and independently develops and executes system for maintenance of office resources and spaces, working with business partners, university facility and information technology partners, and external vendors. Responsible for emergency operations plan. Manages confidential files and records. Manages billing, purchasing and reimbursement processing. Identifies and addresses barriers to accessing Honors College facilities and resources.

20% Executive support:Manages calendars and travel for the HC dean, associate dean, assistant deans, and directors. Primary liaison with executive assistants across campus to plan and coordinate schedules and meetings. Provides confidential, administrative support to dean and other administrators. Plans college staff meetings and programs. Assists deans in planning and execution of special projects supporting the college’s strategic goals. Prepares communication materials on behalf of the dean and works with dean to manage schedule and implement projects and strategic priorities. Provides reports to dean as needed and serves as dean’s representative as necessary.

20% Managerial oversight:Hires, trains, and supervises 10-15 student staff members in office and student learning facility. Reviews student performance and provides professional mentorship. Develops procedures and expectations for student employees. Supports hiring and onboarding of all new employees in the college and responsible for maintaining HR records, including position descriptions for all college employees. Responsible for ensuring all college employees have completed mandated training. Develops opportunities for new and continuing staff members to further training in diversity, equity and inclusion practices.

What You Will Need

• Bachelor’s degree in any field

• Three (3) years of experience managing day-to-day office operations OR three (3) years of experience planning and executing events OR a total of at least three (3) combined years of experience managing office operations and planning and executing events.

• Excellent communication skills and the ability to collaborate effectively with a range of partners in an office setting.

• Experience working with diverse audiences.

• Proficiency with MS Outlook, Word, and Excel and with Adobe Acrobat

• Experience maintaining accessible facilities and/or coordinating facility maintenance or development with external vendors and partners.

• Supervisory experience leading diverse teams.

• Experience providing confidential administrative support to office executive leadership.

• Outstanding organizational abilities and the ability to handle a variety of unique projects simultaneously with little oversight.

• Demonstrated experience effectively managing multiple priorities and deadlines.

• Experience managing and tracking a budget

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

• Experience working in a university setting.

• Experience working with students and faculty.

• Experience in coordinating printing and design projects in a variety of media.

• Experience independently planning and executing events for diverse audiences.

• Experience in a front-office role.

• Experience developing onboarding procedures and training materials.

• Proficiency with Qualtrics, Drupal, and MS Teams and PowerPoint.

Working Conditions / Work Schedule

Occasional evening and weekend work and travel required.

Special Instructions to Applicants

To ensure full consideration, applications must be received by July 5, 2024. 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; 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:

Kevin Stoller

kevin.stoller@oregonstate.edu

541-737-6425

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/5367833

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