The Vice President for Finance & Administration is seeking an Executive Assistant. This is a full-time (1.0 FTE), 12-month, professional faculty position.
The Executive Assistant to the Vice President is responsible for providing a wide range of administrative support, record-keeping, office management, event planning, and coordination responsibilities in a confidential and highly complex executive office. This position reports directly to the Vice President for Finance and Administration (VPFA). The executive assistant works closely with the Special Assistant to the Vice President and the senior leadership team to execute the vice president's goals and priorities for the division.
The executive assistant primarily provides confidential administrative support to the vice president, including maintaining a complex calendar, coordinating meeting logistics and materials, and managing travel arrangements for the vice president and guests/visitors. The executive assistant serves as the primary interface for the vice president's office, so ongoing communication with colleagues is a key part of this role. The executive assistant will establish relationships with a wide network of people, and work both collaboratively and independently.
The executive assistant manages administrative procedures and workflows for the vice president's office, in coordination with the special assistant. Responsibilities include developing organizational systems, monitoring the division website for accuracy, and managing the day-to-day operations of the office, such as ordering supplies, processing invoices and managing technology and equipment.
The executive assistant plans and executes a variety of division-wide events, meetings and webinars, including coordinating all logistical details and any volunteers. The Executive Assistant to the VPFA also acts as a mentor for the division's other executive assistants by establishing a community of practice that meets regularly to discuss professional standards, skills development and other topics of interest.
About Oregon State University and the Division of Finance & Administration
Oregon's land-grant university was founded 150 years ago and is built on the idea that everybody deserves access to an education that transforms their lives. Oregon State University's main campus is located on 400 acres in Corvallis, about 90 miles south of Portland. Oregon State has a growing second campus—OSU-Cascades—in Bend, Oregon, as well as the Hatfield Marine Science Center in Newport, a new facility in downtown Portland, 14 Agricultural Experiment Station sites, and 36 county Extension offices. Its presence extends to every one of Oregon's 36 counties, and it provides online education worldwide through its highly-ranked Ecampus. OSU is one of only two universities in the country to hold the Land, Sea, Space, and Sun Grant designations.
The Division of Finance and Administration (DFA) comprises 10 distinct units and nearly 700 employees. It handles the business of OSU: budget and resource planning, human resources, finance and accounting, public safety and police, capital planning and development, facilities services, risk management, environmental health and safety, contract services, recycling, transportation and parking, all overseen by the vice president. The Office of the VPFA serves as the hub for this activity, and for internal and external relations with the community. The vice president collaborates with university leaders, the OSU Foundation, Oregon's Higher Education Coordinating Commission and other entities to advance OSU's goals. The vice president serves as a non-voting member of the OSU Board of Trustees' Finance & Administration Committee and represents OSU on statewide higher-education financial matters and for services jointly administered for Oregon's public universities.
Oregon State University 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.
Typically requires Bachelor's Degree in related field. Substantial executive administrative support experience, with progressively increasing responsibility, at an institution of higher learning or other similarly complex institution.
Bachelor's degree + 5 years' experience in a progressively responsibly administrative support role, OR 8 years' relevant experience in support of a director-level position or above in lieu of degree
Three years minimum experience performing administrative duties in direct support of a director-level position or equivalent.
A demonstrable commitment to diversity, equity, and inclusivity.
The ability to demonstrate professional experience managing complex scheduling and administrative needs with a high level of attention to detail and accuracy.
The ability to appropriately handle highly sensitive and extremely confidential material/information.
The ability to interface professionally with people from all areas of a complex organization and with outside visitors.
The ability to communicate clearly and effectively, verbally and in writing.
Experience managing a variety of projects with demonstrated ability to keep them on time and within budget.
Proficiency with current word processing, spreadsheet, presentation, calendar and email technology systems.
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.
This position may require at times the need to work after hours to complete projects/deadlines.
Oregon State is a leading research university located in one of the safest, smartest, greenest small cities in the nation. Situated 90 miles south of Portland, and an hour from the Cascades or the Pacific Coast, Corvallis is the perfect home base for exploring Oregon?s natural wonders.Oregon State University has always been a place with a purpose ? making a positive difference in quality of life, natural resources and economic prosperity in Oregon and beyond. Through discovery, innovation and application, we are meeting challenges, solving problems and turning ideas into reality.Founded in 1868, Oregon State is the state?s Land Grant university and is one of only two universities in the U.S. to have Sea Grant, Space Grant and Sun Grant designations. Oregon State is also the only university in Oregon to hold both the Carnegie Foundation's top designation for research institutions and its prestigious Community Engagement classification.As Oregon?s leading public research university, with $261.7 million in external funding in the 2011 fiscal year, Oregon State?s impact reaches across the state and beyond. With 12 colleges, 15 Agricultural Experiment Stations, 35 county Extension offic...es, the Hatfield Marine Sciences Center in Newport and OSU-Cascades in Bend, Oregon State has a presence in every one of Oregon?s 36 counties, with a statewide economic footprint of $2.06 billion.Oregon State welcomes a diverse student body of over 26,000 students from across Oregon, all 50 states and more than 100 countries. They can choose from more than 200 undergraduate and more than 80 graduate degree programs, including over 30 degrees online offered through Oregon State Ecampus. Oregon State increasingly attracts high-achieving students, with nationally recognized programs in areas such as conservation biology, agricultural sciences, nuclear engineering, forestry, fisheries and wildlife management, community health, pharmacy and zoology.Oregon State also ranks high in sustainability, fourth among universities nationwide for using renewable energy and first in the Pac-12 Conference. And our students literally help power the university: 22 exercise machines at Oregon State University has always been a place with a purpose ? making a positive difference in quality of life, natural resources and economic prosperity in Oregon and beyond. Through discovery, innovation and application, we are meeting challenges, solving problems and turning ideas into reality. For more information visithttp://www.ohsu.edu/xd/about/index.cfm.The 400-acre main campus in Corvallis includes a Historic District, making Oregon State one of only a handful of U.S. university campuses listed on the National Register of Historic Places. The district includes such icons as Weatherford Hall, the Memorial Union and Benton Hall, the oldest building on the oldest building on campus.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.