Administrative Assistant

Oregon State University, United States

Updated: 1 day ago
Location: Bend, TEXAS
Deadline: 02 May 2024

Position Details
Position Information


Department Acad Prog / Student Aff (LCB)
Position Title Administrative Assistant To
Job Title Administrative Assistant
Appointment Type Professional Faculty
Job Location Bend
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
The Cascades Executive Office is seeking two Administrative Assistants. These are full-time 1.00 FTE, 12-month, professional faculty positions.
The Administrative Assistant is responsible for providing administrative support to the OSU-Cascades campus, including calendar management, internal and external communications, and other project management work in support of OSU-Cascades. This position contributes to the success of the organization by demonstrating sound judgment, anticipatory skills, confidentiality, excellent organizational and communication skills, and the ability to succeed in a highly challenging and fast-paced environment.
The Administrative Assistant serves the Leadership Team, faculty, staff, students, and community members, manages schedules, develops correspondence, reports, minutes, researches and collects data related to various issues, and manages projects.
OSU-Cascades, located in Bend, Oregon, is a branch campus of Oregon State University. The campus currently enrolls more than 1,300 students in bachelor’s and graduate degree programs. The branch campus has ambitious enrollment goals to reach 3,000 students and is engaged in building a culturally diverse and community-centric educational and research environment.
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 comprehensive benefits package 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 Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
65% – Executive Level Administrative Support
  • Work continuously with discretion, diplomacy, and tact to foster collaborative relationships, build on a culture guided by inclusivity, excellent service, and respect to advance common goals.
  • Represent OSU-Cascades through interaction with a variety of internal and external stakeholders by phone, in person, electronically, through mail, etc.
  • Provide confidential calendar, scheduling, and administrative support.
  • Assist with the planning and coordination of meetings, including arranging dates, facilities, and on-site equipment, meeting materials, and catering.
  • Assist with, or work independently on, assigned special projects; track and coordinate information in response to internal and external requests; perform web-based research for various projects; other assignments to assist in managing projects and activities.
  • Track and coordinate information in response to internal and external requests.
  • Draft and update items such as Word documents, Excel spreadsheets, and PowerPoint presentations.
  • Proofread and edit documents.
  • Maintain ongoing communication with other office staff to ensure effective response to office workload.
  • Book travel accommodations for employees and campus guests.
  • Complete purchases and accounting transactions. Maintain proper documentation and submit requests through university systems.
  • Record meeting discussions, and produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Provide historical reference by developing and utilizing filing and retrieval systems.
  • Maintain customer confidence and protect operations by keeping information confidential.


30% – Communications
  • Research and assemble information from a variety of sources for the preparation of records and reports.
  • Craft internal and external communications, including researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Communicate directives and information to others in the organization and externally. Manage and maintain content for various campus web pages.
  • Manage office e-mails, telephones, and social media.
  • Greet guests and address issues as they arise.

5% – Other Duties as Assigned
What You Will Need
  • Bachelor’s degree in any field.
  • 2 years’ experience providing administrative support
  • Detail oriented
  • Excellent organizational skills
  • Excellent written and verbal communication skills
  • Prior experience in a highly challenging and fast-paced environment
  • Ability to work independently
  • Excellent computer skills in Microsoft Office applications
  • 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 in a higher education environment
  • Experience coordinating meetings and keeping minutes/records
  • Experience multi-tasking in a team environment
  • Experience supporting fundraising and/or donor relations
  • Experience planning events
Working Conditions / Work Schedule
Typical office environment. Some nights and weekends may be assigned.
Pay Method Salary
Pay Period 1st through the last day of the month
Pay Date Last working day of the month
Recommended Full-Time Salary Range $52,249 - $60,000
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/151715

Posting Detail Information


Posting Number P07947UF
Number of Vacancies 2
Anticipated Appointment Begin Date 06/07/2024
Anticipated Appointment End Date
Posting Date 04/05/2024
Full Consideration Date 04/19/2024
Closing Date 05/02/2024
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
To ensure full consideration, applications must be received by April 19, 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
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
3) Diversity Statement: After reviewing the OSU mission statement at http://leadership.oregonstate.edu/trustees/oregon-state-university-mission-statement and the emphasis on diversity, please state how your background and experience has prepared you to be effective in an environment that values diversity
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:
Kate Moses
[email protected]
Telephone # (541) 322-2065
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 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 [email protected] .

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