Administrative Assistant to the Deans

Location
Oregon, United States
Salary
Salary Not specified
Posted
Jun 17, 2021
Employment Level
Administrative
Employment Type
Full Time


Administrative Assistant to the Deans

Job no: 527616
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: College of Education
Classification: Administrative Program Assist
Appointment Type and Duration: Regular, Ongoing
Salary: $15.81 - $23.49 per hour
FTE: 1.0

Review of Applications Begins
Position closes July 16, 2021.

Special Instructions to Applicants
In order to be considered, complete applications must be submitted by the review date and include the following along with the online application:

  • A cover letter highlighting how your knowledge, skills, and experience qualify you for each of the requirements, competencies, and if applicable, preferred qualifications outlined in the job posting
  • A resume of your professional work experience, education, and any relevant certifications

    Department Summary
    The College of Education (COE) is composed of four academic departments and 14 research and outreach centers. All departments include both tenure and career non-tenure track faculty, as well as graduate and undergraduate programs addressing the full range of issues present in educational and social systems. A range of academic degrees and majors are offered, including communication disorders and sciences, elementary and secondary education, school psychology, counseling psychology, couples and family therapy, special education, education studies, educational administration, and educational methodology. As noted in our mission statement, COE faculty, staff, and students are committed to developing and validating programs that prepare scholars and practitioners, while promoting respect for diversity, equitable opportunities, and inclusive environments. The COE is currently ranked 5th among all public institutions, and 14th among all public and private institutions nationally (U.S. News and World Report, 2019). College of Education graduate programs are some of the highest ranked in the country for both research scholarship and graduate education, including the Educational Leadership, Counseling Psychology, School Psychology, and Special Education Programs. Faculty are dedicated to enhancing multicultural competencies, promoting social justice, and promoting education and prevention sciences and practices.

    The College of Education's Faculty and Staff Services Office is of the central administrative unit for the college. Functions of the College's central administrative unit have an effect on the entire college as well as external alumni, donors, and community partners.

    For more information about the College of Education (COE) please visit: https://education.uoregon.edu/

    Position Summary
    The Administrative Assistant is responsible for processes and functions essential to the success of the college's academic mission including oversight of college-level processes in our academic affairs, our accreditation and assessment, and our research and outreach activities.

    Responsibilities include policies and procedures documentation, creating reports, and compiling and managing logistical data within each of the Assistant/Associate Deans' portfolios. In addition to the above duties, this position will provide primary support for the College of Education's Assistant/Associate Deans, which will include, but is not limited to, coordinating meetings, managing schedules, maintaining records, routing correspondence, assisting with travel, and other administrative duties as assigned.

    The Administrative Assistant will interact directly and regularly with faculty, guests, students, program directors, operations management, and external constituents regarding scheduling and research-and academic-related inquiries. This position will routinely work with staff, administrators, and management at the University of Oregon. The person in this position must interpret and apply UO policy and exercise independent judgment, discretion, and confidentiality. The ability to multi-task, while maintaining complex schedules and managing administrative support, is essential in this position. Members of the Faculty and Student Services Office approach their work with a high level of professionalism and a customer service orientation. The office is a fast-paced environment with frequent interruptions.

    This position will also be required to assist with approximately six meetings a year that are in the evenings.

    The Administrative Assistant is supervised by the Assistant Dean for Administration.

    Minimum Requirements
  • Three years of office experience which included two years at full performance level and experience generating documents; and
  • Lead work responsibility or coordination of office procedures

    Professional Competencies
  • Excellent organizational and record keeping skills, precise and thorough while processing administrative data
  • Ability to work independently and with minimal supervision
  • Ability to show initiative and confidence in making independent decisions; knowing when and to whom to refer a wide range of problems and inquiries
  • Ability to manage competing priorities and deadlines as well as a varied task load
  • Effective communication skills, both written and verbal
  • High level of interpersonal skills to handle sensitive and confidential situations with demonstrated poise, tact, and diplomacy (maintaining confidentiality when necessary)
  • Commitment to promoting and enhancing diversity, equity, and inclusion
  • Proactive customer service skills
  • Ability to understand and follow applicable guidelines, policies, and procedures
  • Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint
  • Proofreading/editing skills

    Preferred Qualifications
  • Experience using UO Curriculum and Assessment Systems: UO Banner database, or similar CRM databases; Courseleaf or similar; Tk20 or similar
  • Experience with web publishing
  • Experience working at the University of Oregon or a higher education setting
  • Experience providing administrative support including calendaring and scheduling for a manager or director

    FLSA Exempt: No

    All offers of employment are contingent upon successful completion of a background inquiry.

    This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

    The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

    The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

    UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

    In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.



    To apply, visit https://careers.uoregon.edu/en-us/job/527616/administrative-assistant-to-the-deans

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