Executive Assistant, Ballmer Institute

Executive Assistant, Ballmer Institute

Job no: 530786

Work type: Officer of Administration

Location: Portland, OR

Categories: Administrative/Professional, Administrative/Office Support, Child Development

Department: The Ballmer Institute for Children's Behavioral Health
Appointment Type and Duration: Regular, Ongoing
Salary: $52,000 - $62,000 per year
Compensation Band: OS-OA05-Fiscal Year 2022-2023
FTE: 1.0

Application Review Begins

January 15, 2023 (updated); position open until filled

Special Instructions to Applicants

Please submit: 1) the online application form; 2) a cover letter that describes how you meet the minimum qualifications for this position; 3) your resume.

Your application should include contact information for three references. (We will not contact references unless you are a finalist for the position).

Department Summary

The Ballmer Institute for Children's Behavioral Health, based in Portland, Oregon, establishes a new national model for behavioral health care by uniting the University of Oregon's nationally recognized research programs in education, psychology, prevention science, Oregon public schools and families, and community support groups in the creation and delivery of promotion, prevention, and intervention programs that can be part of the daily lives of children and adolescents. This groundbreaking initiative was announced on March 1, 2022, and made possible by the extraordinary gift of more than $425 million from Connie and Steve Ballmer, co-founders of Ballmer Group Philanthropy. The Institute will serve youth K-12 while prioritizing the needs of children, adolescents, and families who have been persistently and/or historically underserved.

Position Summary

The Executive Assistant (EA) is responsible for providing high-level administrative, analytical, data, and project management support for the Executive Director and the growing leadership team at the Ballmer Institute. In this position, you'll serve as a key advisor for the Executive Director and leadership team on both strategic and tactical matters, providing innovative and creative solutions to execute Baller Institute goals and objectives. This position requires the ability to work independently, exercise good judgment regarding highly sensitive/confidential issues, and excellent administrative and interpersonal skills.

In this role, you will actively participate in advancing the Ballmer Institute's mission with particular attention to administrative aspects of external relations. The EA will manage complex calendars, making decisions about the Executive Directors time to align with priorities. By understanding the context of the Baller Institute, the strategic priorities, the university, and key relationships, you'll independently decide which meetings the executive director attends, what needs to be scheduled, and what is delegated. You'll prepare and edit formal documents for dissemination, arrange travel, coordinate appointments, schedule individual and group meetings, and assist with managing projects and itineraries. The EA will prepare agendas and collect materials for meetings, speeches, and conferences; take notes and keep records of proceedings as needed and without direction.

This position will regularly interact with university leadership, faculty, staff, and students from diverse backgrounds while also engaging with internal and external partners. This will require you to perform your work with high levels of sensitivity, confidentiality, and cultural awareness. You will work independently and adapt as needs change, demonstrating sound judgment, dependability, and creative problem-solving in a dynamic and changing environment.

The Ballmer Institute will ultimately be located in North East Portland, current operations will be housed at the existing UO Portland building in Old Town. This position may require work outside the traditional workweek, including evenings and weekends.

Minimum Requirements

• Three years of experience providing executive-level administrative support within a large, complex organization, including three years supporting executive-level administrators.
  
• Prior professional assistant experience that includes experience managing a calendar for an executive-level position in a complex organization.
  
  The Ballmer Institute is most interested in finding the best possible candidate for this role and will look broadly at transferrable skills and experience in relation to these minimum qualifications. We encourage candidates to use their application materials to demonstrate how their unique background provides the necessary skills to excel in this role.
  
  Professional Competencies
  
  
• Ability to manage projects, identify objectives, and prioritize.
  
• Ability to manage stressful, and often confidential, situations appropriately and to use sound judgment and discretion, particularly as it relates to handling sensitive/or confidential information.
  
• Ability to act as the executive's point of contact, analyzing and processing requests in order to prioritize urgent and often sensitive matters, and taking decisive action to facilitate the optimal use of the executive's time.
  
• Ability to interact effectively with senior leaders and their EAs, including anticipating needs, accommodating different work styles, and proactively reaching out for assistance. Must be capable of maintaining a mutually cooperative and respectful working relationship with peer EAs.
  
• Ability to meet deadlines, quickly adapt to changing circumstances, prioritize multiple tasks and work independently, while handling frequent interruptions and rapidly shifting priorities.
  
• Proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar programs).
  
• Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.
  
• Effective communication skills; attention to detail.
  
• Professionalism and the ability to represent an organization in interactions with external audiences from diverse backgrounds and cultures.
  
  Preferred Qualifications
  
  
• Professional experience in a higher education environment or other large public organizations such as federal/state government.
  
  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/530786/executive-assistant-ballmer-institute
  
  
  
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