Executive Assistant

Executive Assistant

Job no: 528546
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Architecture/Art/Design

Department: College of Design
Appointment Type and Duration: Regular, Ongoing
Salary: $48,000 - $58,000 per year
Compensation Band: OS-OA05-Fiscal Year 2021-2022
FTE: 1.0
Application Review Begins
December 3, 2021; position open until filled.
Special Instructions to Applicants
In addition to your online application, please attach a cover letter and resume.
Department Summary
The College of Design (DSGN) is a multidisciplinary academic unit with approximately 100 tenure-related faculty members, 150 non-tenure-related faculty members, 50 staff, and 1,700 student majors in 9 departments and programs (23 degree programs). DSGN has an operating budget of $29 million with operations in both Eugene and Portland.
Position Summary
The Executive Assistant (EA) will provide high-level support to the Office of the Dean leadership team, engaging with a broad range of sensitive and confidential information. This position requires strict confidentiality and discretion related to strategic and personnel matters and the ability to regularly exercise independent judgment, and must maintain ongoing, comprehensive knowledge of strategic initiatives across the College. The EA will routinely analyze, compare, and evaluate various courses of action and have the authority to make independent decisions on matters of significance, free from immediate direction, on behalf of the Dean, Associate Deans, and Assistant Dean. The Executive Assistant is required to anticipate problems, exercise independent and appropriate judgment, and respond quickly and professionally to high-level issues and opportunities that arise throughout the year. Due to the nature of the assignments, the Executive Assistant must operate with the utmost discretion and professionalism. This position must also interpret, communicate, and apply Oregon Administrative Rules and UO policies and procedures in performing daily duties. This position has limited budget authority and must be willing to work occasional hours outside the traditional workweek.

This position has a broad set of assignments and provides confidential assistance and support to the Office of the Dean. The EA will serve as an administrative liaison between the Office of the Dean and a wide range of individuals and organizations, both internal and external to UO. In addition, this position provides calendar management, travel planning, event management, human resource management support, front desk coordination, operations support, and project support. The Executive Assistant must exhibit collaboration in a team environment, and an ability to create a welcoming and professional atmosphere in a busy office environment. The Executive Assistant is expected to carry out duties with limited supervision.
Minimum Requirements

• Three years of experience providing high-level administrative/executive support (including schedule and travel management) in a complex organization.
  
• One year of experience collecting and analyzing data for specific projects.
  
• One year of event management experience OR two years of event support experience.
  Professional Competencies
  
• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision while handling frequent interruptions and rapidly shifting priorities.
  
• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
  
• Ability to communicate and work effectively with a broad spectrum of people in stressful or difficult situations.
  
• Demonstrated commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment.
  
• Demonstrated ability to manage tasks where successful collaboration and coordination with others is essential for operations.
  
• Excellent oral and written communication skills.
  
• Demonstrated working knowledge of Microsoft Office applications (e.g. Word, Excel, Outlook, etc.).
  
• Self-motivated, punctual, reliable, organized, and flexible.
  Preferred Qualifications
  
• Bachelor's degree.
  
• At least one year of project management/support experience within a large, complex organization.
  
• Experience providing support (such as scheduling, preparation, record-keeping) to executive-level committees
  
• Familiarity with UO/OUS programs, policies, and procedures.
  
  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 fully vaccinated against COVID-19. For additional information see: https://coronavirus.uoregon.edu/vaccine.
  
  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/528546/executive-assistant
  
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