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Administrative Specialist - Office of the President

Willamette University
Oregon, United States
Salary Not specified
Posted Date
Aug 25, 2022

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Position Type
Executive, Chancellors & Presidents
Employment Level
Employment Type
Full Time
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Administrative Specialist - Office of the President

Posting Number: R0004577
Location: Salem Campus

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Instructions for Applicants:

Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
Job Summary:
This position provides comprehensive administrative support for the Office of the President and all of the functions it manages including event and meeting planning for complex campus wide events and the Board of Trustees. Serves as a source of information and coordination to offices across campus and to external campus constituencies.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

  • Provides coordination in support of events and projects undertaken by the office of the President, including, but not limited to preparation of invitations, maintenance of guest lists, acquisition of technology, and coordination of space and catering.
  • Provides coordination in support of Board of Trustees meetings and events, under the direction of the Chief of Staff.
  • Attends board committee meetings to record minutes.
  • Prepares correspondence from written and oral instruction.
  • Coordinates appointments and scheduling for the Chief of Staff as well as for the President, in the absence of the Executive Assistant to the President.
  • Provides front-line customer service, including but not limited to answering phones, greeting visitors and answering general questions related to the functions of the office.
  • Provides information to students, faculty, staff, alumni, and other members of the public; responds to questions and/or complaints as appropriate.
  • Prepares budget transfers and ensures timely payment of bills.
  • Processes credit card and expense reimbursements.
  • Performs general office duties, such as ordering supplies, and performing basic bookkeeping work (e.g., purchase card reconciliation).
  • Maintains office files for the President's office, as directed, and facilitates appropriate recordkeeping practices, identifying and following necessary protocols for record retention.
  • Safeguards the confidentiality of departmental or office administration by exercising discretion in communicating information to faculty, students and staff, and handling departmental records and files, personnel actions, performance evaluations, merit, promotion and tenure decisions, and similar confidential materials.
  • Provides a welcoming, inclusive work environment.
  • Other duties as assigned.

  • High school diploma or GED required. Bachelor's degree preferred.
  • Minimum five years of executive administrative support work experience.
  • Demonstrated communication skills: verbal, written, and listening.
  • Demonstrated organizational and time management skills.
  • Ability to take initiative and be proactive.
  • Demonstrated computer competency.
  • Must have patience, integrity, and the ability to exercise good judgment and diplomacy.
  • Must maintain a high level of confidentiality.
  • Ability to work independently as well as establish and maintain harmonious relations with other staff, faculty and students.

  • Proficiency with Microsoft Office Suite, including Word and Excel and the G-Suite including Gmail and Google Calendar.
  • Knowledge of modern office practices and procedures, including business English, spelling and punctuation.
  • Ability to prioritize tasks, complete work within given deadlines, handle constant interruptions and adjust to shifting priorities.
  • Working knowledge of the operation of various office equipment.
  • Must be able to communicate effectively and appropriately, orally and in writing to maintain harmonious working relationships.
  • Demonstrated ability to pay attention to the minute details of a project or task.
  • Demonstrated ability to work independently.
  • Ability to communicate in writing clearly and concisely.
  • Ability to take care of the customers' needs while following company procedures.
  • Possess a positive, professional, and “can do” attitude.
  • Takes initiative, self-motivated, and is proactive.
  • Willingness to take on routine tasks concurrent with ability to accept complete responsibility for projects.
  • Ability to effectively interact with a wide variety of people in a manner that positively portrays the University and its programs, personnel and philosophy.

Typical work schedule:

Monday - Friday 8 am - 5 pm. Will occasionally work alternate hours during an event or a need of the President's Office.

Physical Demands & Working Conditions:

Typical work is performed indoors in a normal office environment. May need to occasionally lift up to 10 lbs.

Salary: $23.26/hour

Applications will be reviewed on a rolling basis as received.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

Incomplete applications will not be considered.

Apply online at

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds. jeid-ed43f62718799341892b5e74c24cdc2e
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