Executive Assistant and Operations Manager

Executive Assistant and Operations Manager

Job no: 530848

Work type: Officer of Administration

Location: Eugene, OR

Categories: Admissions/Financial Aid/Enrollment Management, Administrative/Office Support, Student Life/Services

Department: Student Services and Enrollment Management
Appointment Type and Duration: Regular, Ongoing
Salary: $58,000 - $69,000 per year
Compensation Band: OS-OA06-Fiscal Year 2022-2023
FTE: 1.0

Application Review Begins

January 13, 2023; position open until filled

Special Instructions to Applicants

Please submit a cover letter, resume, and three professional references.

Department Summary

The division of Student Services and Enrollment Management (SSEM) advances the University of Oregon's excellence by enrolling and retaining student scholars from Oregon, across the country, and around the world. SSEM works on behalf of prospective students, current students, and their families through each phase of the enrollment process: the college search, admission, registration, financial aid, matriculation, and onward to graduation. The Executive Assistant and Operations Manager (EA) reports to the Associate Vice President/Chief of Staff and provides executive-level support to this position.

Position Summary

The Executive Assistant and Operations Manager (EA) is an integral part of the Office of the Vice President with a broad set of assignments. The primary responsibility for this position is to provide confidential assistance and administrative support to the Associate Vice President/Chief of Staff (AVP/COS) and the Director of Strategic Communications and Marketing (Director). The EA is responsible for scheduling individual and group meetings on behalf of the AVP/COS and Director, managing their calendars to ensure alignment with strategic direction and assisting the AVP/COS and Director in the preparation of reports and other communications. The EA will speak and write on behalf of the AVP/COS and Director and coordinate travel for the AVP/COS and the Director.

The Executive Assistant and Operations Manager coordinates and executes division-level administrative projects on behalf of the SSEM division, specifically those projects applicable to SSEM that come authorized from central University policy or procedure changes. The EA monitors the SSEM employment roster for compliance on required training and mandates, and the EA serves as a primary coordinator of information sharing among division-wide EAs and support staff. The EA provides division-level HR information to the AVP/COS and VP as requested, including employee rosters, individual employee information, and information on HR processes and procedures. The EA also serves as the Central Office purchasing card custodian, maintaining all necessary and appropriate training for such responsibility.

The EA serves as a divisional liaison for administrative offices such as IT, telecommunication, and facilities. This position requires the ability to work independently, exercise good judgment regarding highly sensitive/confidential issues, and demonstrate excellent administrative and interpersonal skills. The EA must exhibit professionalism, and collegiality in a team environment, and the ability to create a welcoming, inclusive, accessible, and professional atmosphere in the office. This person must possess cultural humility and agility, with the ability and commitment to work with individuals from diverse backgrounds.

The Executive Assistant and Operations Manager serves as the backup executive assistant to the Vice President whenever needed. The EA provides general office management for the SSEM Central Office while also supervising and providing career development opportunities to the student employees. The EA is expected to exercise discrete and independent judgment in the execution of all tasks.

Minimum Requirements

• Bachelor's degree or equivalent education and experience.
  
• Two years' experience in an office environment which includes providing support to an executive or general administrative support such as processing invoices, entering payroll, managing calendars, completing travel reimbursements, HR support, or similar functions.
  
• One year's experience as a supervisor, team lead, or providing oversight and direction to professional staff.
  
  Professional Competencies
  
  
• Strong technical skills and openness to adopting new technologies to maximize efficiency and effectiveness.
  
• Demonstrated ability to effectively use spreadsheets and databases such as Cognos IDR.
  
• Exceptional oral and written communication skills, including the ability to write and speak on behalf of the AVP/COS and Director.
  
• Demonstrated high-level organizational skills with the ability to prioritize and multi-task effectively in a fast-paced, detail-oriented, and time-sensitive environment.
  
• Ability to work collaboratively in a team as well as independently with a high degree of social and emotional intelligence.
  
• Commitment to, experience with, and ability to work effectively and collaboratively with students, faculty, and staff from diverse backgrounds in support of a welcoming and inclusive environment.
  
• Recognizes situations that warrant initiative and ability to anticipate next steps; moves forward without hesitation; resolves issues, problems, or situations.
  
• Demonstrated understanding of UO policies and procedures.
  
  Preferred Qualifications
  
  
• Experience using FIS and HRIS within the UO Banner system.
  
• One years' experience processing requests and changes via MyTrack (or equivalent HR management system).
  
• Experience with payroll and time entry tracking systems, such as UKG.
  
  FLSA Exempt: Yes
  
  All offers of employment are contingent upon successful completion of a background inquiry.
  
  University of Oregon students and employees are required to be vaccinated against COVID-19. For additional information see: https://hr.uoregon.edu/uo-covid-19-vaccination-requirement-employee-process.
  
  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 https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.
  
  
  
  To apply, visit https://careers.uoregon.edu/en-us/job/530848/executive-assistant-and-operations-manager
  
  
  
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