Executive Assistant-AVP UFIO

Oregon State University, United States

Updated: about 16 hours ago
Location: Corvallis, OREGON
Deadline: 07 Jun 2024

Position Details
Position Information


Department UnivFacInfra&OpsAdminSvc (QIA)
Position Title Executive Assistant
Job Title Executive Assistant-AVP UFIO
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
University Facilities, Infrastructure, and Operation (UFIO) is seeking an Executive Assistant to the Assistant Vice President. This is a full-time (1.00 FTE),12-month, professional faculty position.
This position reports to and supports the Assistant Vice President (AVP) for University Facilities, Infrastructure, and Operation (UFIO). UFIO Supports Oregon State University’s land grant mission by, overseeing the design and development, land use planning, real estate and space management needs for Oregon State University’s built environments. Designing, constructing, maintaining and supporting safe, comfortable, sustainable, and efficient facilities. Providing safe, sustainable transportation programs and services. Providing excellent customer service for the university.
The Executive Assistant provides confidential administrative support to the AVP including complex scheduling, budget coordination, and strategic planning. The Executive Assistant also serves as a member of the UFIO Leadership team and contributes to short-term and long-term planning. The position will establish and maintain relationships with external/internal stakeholders in order to advance UFIO and University initiatives.
The UFIO is a part of the units that are overseen by the Senior Associate Vice President for Administration’s Office (SAVPA). SAVPA units maintain and manage the physical and operational infrastructure of Oregon State University. The unit’s function in an interdependent partnership which relies on cooperation and shared expertise to create a safe, functional, inclusive and beautiful campus environment. The services provided by SAVPA units ensure that students can thrive, research can flourish and OSU can continue to lead the way into a sustainable, prosperous and equitable future for all.
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% Confidential Executive Support
  • Manages complex scheduling for the AVP including calendaring, in state and out of state travel coordination, and
  • Schedules, coordinates, and manages meeting for the AVP. Identifies locations, selects appropriate facilitators, creates agendas, and develop presentations/meeting materials. May also facilitate meetings for the UFIO Leadership team or other UFIO groups as needed.
  • Assists with preparing and editing presentation and other written material prepared by the AVP or other UFIO delegates.
  • Manages and responds to requests coming into the UFIO office via personal visits, meetings, mail, email, and phone. Timely decisions and responses to internal and external constituencies are frequently of a sensitive and confidential nature, requiring specialized knowledge of SAVPA, DFA, UFIO and university policies and procedures.
  • Conduct research on behalf of the AVP, prepare reports, and inform on results.
  • Attends and participates in meetings, records minutes and expectations from meetings, and follows up on meeting action items to ensure completion.
  • Monitors and coordinates budget items for UFIO and the AVP for UFIO, including analysis of budgets; prepares internal reports for management; participates in budget planning and management; and makes recommendations to the AVP.
  • Originates and maintains confidential personnel files; Assures compliance with university affirmative action guidelines.
  • Appropriately handle highly sensitive and extremely confidential material/information.
  • Establish and maintain strong, collegial relationships and ongoing communication with co-workers, colleagues, and supervisor while valuing a broad range of perspectives.
  • Work effectively in a high-level, high-profile, fast-paced administrative office with frequent interruptions, while maintaining professional composure.


10% Human Resources Support
  • Provides support for recruitment processes, and coordinates human resource matters for positions; plans and communicates with search committees, the Office of University Human Resources, and job applicants.
  • Prepares recruitment requests for new personnel searches, places advertisements, and completes required personnel and appointment forms.
  • Schedules interviews, makes travel arrangements, and assists in the completion of exit procedures for departing employees.
  • Develops and implements systems to maintain records on employees, equipment, compliance, and/or maintenance activities.
  • Supports personnel searches for committees that the AVP for UFIO chairs.

20% – Administrative & Project Support
  • Provides and oversees a diverse range of activities for UFIO that requires specialized knowledge of facilities, capital planning, construction, transportation, and real property, and comprehensive administrative, organizational and operational skills
  • Manages confidential information and assists in coordinating media interviews and information that involve the AVP for UFIO.
  • Creates alliances with internal and external constituents to enable the goals and priorities of UFIO and the University
  • Serves as a UFIO Leadership Team member and participates in development of strategic plans and implementation strategies.
  • Assists with policy/procedure creation and implementation for UFIO.
  • Creates and monitors work processes, establish best practices and a learning agenda for continuous improvement, develop RACIs, standardize policies and service agreements.
  • Supports the planning and activation of large-scale or organizationally important events.
  • Responsible for analyzing and trending data and recommending improvements. Monitor all requests to ensure timely implementation of proposed improvements. Follow-up on implemented improvements as needed.
  • Represents UFIO and the AVP UFIO in cross-functional committees at OSU.

5%- Other duties as assigned
What You Will Need
  • Bachelor’s degree in any field AND five years of executive administrative support experience, with progressively increasing responsibility, at an institution of higher education, or similarly complex institution/company;
  • Strong oral and written communication skills, including the ability to communicate effectively at all levels (e.g. executives, directors, and constituents).
  • Exceptional organization and collaboration skills.
  • Experience with managing and maintaining high volume, complex scheduling needs with a high-level of attention to detail and accuracy.
  • Demonstrated experience multi-tasking and prioritizing. For example, planning, prioritizing, and managing simultaneous projects, often within tight deadlines and shifting priorities while coordinating a high volume of work.
  • Ability to maintain calm under pressure.
  • Previous customer service experience.
  • Demonstrated commitment to diversity, equity, inclusion, and access.
  • Proficient with office technology including Zoom and Microsoft 365 applications.


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
  • Excellent proof-reading skills.
  • Event planning experience.
  • Familiarity with construction or facilities management industry
Working Conditions / Work Schedule
Standard Office Setting. May require occasional evening or weekend work.
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 $74,300-$82,100
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/18853

Posting Detail Information


Posting Number P08038UF
Number of Vacancies 1
Anticipated Appointment Begin Date 06/28/2024
Anticipated Appointment End Date
Posting Date 05/06/2024
Full Consideration Date 05/20/2024
Closing Date 06/07/2024
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 05/20/2024. 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.
For additional information please contact: Ben Wessel at [email protected]
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] .

Similar Positions