Executive Assistant to the Provost

Executive Assistant to the Provost

Job no: 530969

Work type: Officer of Administration

Location: Eugene, OR

Categories: Administrative/Professional, Administrative/Office Support

Department: Office of the Provost
Appointment Type and Duration: Regular, Ongoing
Salary: $65,000 - $75,000
Compensation Band: OS-OA07-Fiscal Year 2022-2023
FTE: 1.0

Application Review Begins

January 19, 2023; position open until filled

Special Instructions to Applicants

In order to be considered for this position, a complete application must be submitted. A complete application includes a resume, a cover letter outlining how experience and skills relate to the position, and three professional references.

Department Summary

The Office of the Provost (OtP) upholds, provides leadership on, and carries out the academic mission of the University. In service to this mission, the office: promotes and sustains the highest standards in teaching, research and service; fosters and advocates for faculty; focuses on student success; promotes a respectful work environment, equity and inclusion, and a family-friendly workplace; supports and coordinates matters that pertain to faculty and academics, including hiring, retention, promotion, and tenure processes; advances university outreach to the community, academic extension, and internationalization.

Position Summary

This position is located in the Office of the Provost and directly assists the Provost and Executive Vice President, serving as the primary contact for all matters related to their schedules and activities. The Executive Assistant (EA) is responsible for effectively managing and scheduling the Provost's time to ensure the maintenance of an extensive meeting and event schedule as well as the flexibility to pursue an active agenda of priorities while maintaining the ability to react quickly to emerging issues.

The EA will facilitate the communication of information to the Provost's direct reports and leadership team and is involved in many sensitive and confidential matters. The EA uses interpersonal communication skills, relationship-building, independent judgment, and a comprehensive knowledge of University culture, programs, personnel, and constituency groups to effectively carry out the duties of the position.

This position reports to the Chief of Staff.

Minimum Requirements

• Three years in an executive office supporting a senior administrator.
  
• Three years of experience providing executive-level administrative support within a large, complex organization.
  
  Professional Competencies
  
  
• Demonstrated ability to manage stressful situations appropriately and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
  
• Excellent organizational, problem-solving, and time-management skills.
  
• Excellent communication skills, including effective writing skills, with the ability to work successfully with a broad spectrum of people in stressful or difficult situations.
  
• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, “think on your feet”, follow through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.
  
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar programs), and familiarity with Microsoft Office applications.
  
• Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
  
• Ability to communicate and work effectively with individuals from diverse backgrounds and cultures.
  
• Self-motivated, punctual, and reliable.
  
• Commitment to and experience with promoting and enhancing diversity and equity.
  
  Preferred Qualifications
  
  
• Experience in executive-level support in higher education that includes an understanding of and sensitivity to the academic culture
  
• Experience managing executive calendars, coordinating travel, and staffing executive-level committees.
  
  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/530969/executive-assistant-to-the-provost
  
  
  
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