Administrative Assistant: Office of the Provost

Important Notifications:

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

Department:

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Special Instructions to Applicants:

This posting has been re-opened in order to expand the original applicant pool.

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.

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

For additional information please contact: Gigi Bruce at Gigi.Bruce@oregonstate.edu or 541-737-8414.

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, 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 Provost 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 Provost supervises all academic deans, vice provosts, the Chancellor and Dean for OSU-Cascades, and several other senior leader positions.

The Administrative Assistant 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 of the Kerr Administration Bldg., 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.

Key Responsibilities:

• 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.Provost@oregonstate.edu 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.

Qualifications:

Required Qualifications:

• Bachelor’s degree OR 2 consecutive years of serving in an administrative assistant role, providing direct administrative support to a senior leader.
• 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, and 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 high motivation and a positive, can-do attitude (an attitude of service and contribution)
• Learn and incorporate emerging technologies into daily work

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.

Preferred Qualifications

• Work experience at Oregon State University
• Drupal experience
• Extensive professional-level experience interacting with the public in a similarly complex professional environment

Working Conditions/Schedule:

Salary Range:

Anticipated Start Date:

Anticipated End Date:

When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

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. If this position has “critical or security-sensitive” responsibilities and/or driving duties and 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 Background Checks website including the for 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.