Executive Assistant

Executive Assistant

Oregon State University

Department: Liberal Arts Admin (CLA)

Appointment Type: Professional Faculty

Job Location: Corvallis

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

Job Summary:

The College of Liberal Arts is seeking an Executive Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The Executive Assistant provides critical executive, project, and operational support to the Dean of the College of Liberal Arts (CLA). The Executive Assistant schedules appointments and meetings, composes and completes correspondence, compiles information for meetings and reports, responds to inquiries via email and telephone, opens and processes incoming mail. In addition to providing this direct confidential and general administrative support to the Dean, the Executive Assistant determines the matters to which the Dean attends, consistent with the strategic priorities of the college and its mission. These diverse activities are performed independently in an environment that is sensitive and highly visible to the college's constituents.

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

50% Executive Support

• Track the specifics of the appointments, meetings, and other activities for which the Dean has committed time. Make independent decisions regarding scheduling.
• Coordinate with the constituencies with whom the Dean interacts, including administrators, faculty, staff, students, elected officials, public agency staff, alumni, and others.
• Screen visitors to the Dean’s Office.
• Make airline, hotel, conference, and other arrangements as needed. Process travel reimbursement forms.
• Read, screen, and prioritize mail; track deadlines, responses and reports that are required; redirect requests and inquiries where appropriate.
• Prepare letters and memorandums, electronic mail messages, administrative documents, and reports, including original writing, sometimes for subsequent approval by the Dean, but often independently.
• Prepare descriptive, narrative, or tabular materials for reproduction and distribution.
• Serve as Dean’s liaison between the Dean’s Office and College departments and programs.
• By telephone, electronic mail, regular mail, and in person, represent the Dean’s office and the College to individuals, groups, organizations, and agencies external to the College.
• Attend weekly administrative meetings and monthly Chairs and Directors Council meetings.
• Work with the Dean to set the schedule for Chairs and Directors meetings, prepare agenda, meeting materials, and minutes. Communicate to Chairs and Directors about special arrangements, including extra meetings, as needed.
• Attend meetings to provide necessary administrative support to the Dean and to prepare and maintain record of the meetings.
• Provide administrative support to the Dean in the area of collective bargaining, preparing and proofreading proposed bargaining strategies.
• Provide recommendations for changes to the bargaining agreement based on research and experience with issues raised in the administration of the agreement.
• Arrange and coordinate meetings, workshops, retreats, and conference calls as requested by the Dean, including site, refreshment, and transportation arrangements, ensuring availability of materials and supplies.

25% Administrative Leadership & Policy Implementation

• Coordinates and plans sabbatical leaves on behalf of the College.
• Facilitates hiring proposals for tenured/ tenure-track hires in coordination with the College Financial Analyst for review and approval by the Dean.
• Provides analysis and recommendations around compensation/ merit process and affirmative action planning in coordination with college leadership and University HR.
• Assists in college budget preparation in coordination with the College Financial Analyst.
• Provides back-up for preparing the College’s promotion and tenure dossiers for delivery to the Provost’s Office.
• Serves as delegated budget authority for the College. Coordinates with the Dean on hiring approvals, and travel/ expense authorizations.
• Coordinate and implement CLA committee elections.
• Provide back-up to CLA Research Grant Awards.
• Serve on College or University committees if elected or appointed.

15% Office Management and Operations

• Develop and maintain office protocols and procedures.
• Coordinate Advisory Committee meetings.
• Plan and implement College wide functions and special events.
• May serve as Building Manager, arranging and approving facilities and capital planning projects and repairs across the college in coordination with the Dean
• Serve as telecommunications and IT services coordinator for the College.
• As necessary, answer telephones, greet and assist visitors, utilize photocopy, and fax machines, etc.

10% Supervision & Leadership

• Provide leadership, monitor, and mentor the Assistants to the School Directors throughout the College; provide supervision to assigned students.
• Assist with professional development.

What You Will Need

• Bachelor’s degree in a relevant/related field (Communication, Journalism, English, Business, Public Policy, etc.); or equivalent combination of education/ knowledge and experience.
• Documented record of five or more years of progressively complex administrative work
• Effective communication skills.
• Strong decision-making and priority-setting abilities.
• Excellent scheduling and planning skills.
• Ability to maintain confidence in sensitive matters and situations.
• Sound judgement and reasoning skills.
• Prior experience in higher education
• Prior experience working at Oregon State University
• A demonstrable commitment to promoting and enhancing diversity.

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 higher education.
• Prior supervisory experience.
• Familiarity with Oregon State University and the Oregon University System.
• A demonstrable commitment to promoting and enhancing diversity.
• Experience working in a University leadership unit reporting directly to a President/Provost/Dean.

Working Conditions / Work Schedule

This position is site-based in Corvallis, Oregon providing in-person support to the Dean and college.

Special Instructions to Applicants

To ensure full consideration, applications must be received by 5/20/2024. 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/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.

Starting salary within the salary range will be commensurate with skills, education, and experience.

For additional information please contact:Colin Hesse
Colin.hesse@oregonstate.edu

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/5210326

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