Administrative Assistant: Office of the Provost

Oregon State University; Corvallis (OR); On-site; USD 42,000 - 54,000; Full time

Job summary

Oregon State University is seeking an Administrative Assistant in the Office of the Provost. This 1.0 FTE, 12-month professional faculty position provides essential clerical support to the Chief Assistant to the Provost and the Senior Advisor for Strategic Initiatives.

Responsibilities include calendaring, travel coordination, invoice processing, and email management on a shared administrative team. The role requires strong communication, discretion, and professionalism, with opportunities to

Qualifications

• Excellent communication and interpersonal skills.
• Discretion, sound judgement, diplomacy, and professionalism.
• Strong organizational abilities and attention to detail.

Responsibilities

• Provide direct administrative support to the Chief Assistant to the Provost.
• Provide direct administrative support to the Senior Advisor to the Provost for Strategic Initiatives.
• Serve as a liaison with faculty, staff, students, stakeholders, community members.
• Perform calendaring for individuals and groups/committees with independent judgement.
• Make travel arrangements for individuals and groups, including logistics.
• Manage processing and submission of invoices and communicate status to Financial Services.

Skills

Administrative support

Calendaring

Travel arrangements

Email management

Meeting planning

Tools

PowerPoint

Job description

Important Notifications

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Department

Office of the Provost

Job Summary

The Office of the Provost is seeking an Administrative Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position. The Office of the Provost is led by the Provost and Executive Vice President, the University's chief academic and operating officer, charged with overseeing progress on the University's strategic goals in education, scholarship, engagement, internationalization, and institutional reputation. The Provost ensures that the financial resources and administrative and physical infrastructure of OSU are closely aligned with its mission as a leading land grant research university with a focus on inclusive excellence and the deep integration of research, teaching, and engagement. OSU's aspirations and goals are articulated in the University's strategic plan: Prosperity Widely Shared: The Oregon State Plan. The Provost supervises all academic deans, vice provosts, the Chancellor and Dean for OSU-Cascades, and several other senior leader positions.

The Administrative Assistant reports to the Chief Assistant to the Provost. This is a 1.0 FTE, 12-month professional faculty appointment (continuous employment) position. The AA provides direct administrative support to the Chief Assistant to the Provost and the Senior Advisor to the Provost for Strategic Initiatives. The AA provides reception for the West end of the 6th floor of the Kerr Administration Bldg., general office coordination, and administrative support to other members of the Office of the Provost as needed. The AA works in a coordinated fashion as a member of a team of administrative professionals in the Office of the Provost. Activities include typical administrative work. There is significant interpersonal interaction and access to sensitive information, requiring excellent communication skills, discretion, sound judgement, diplomacy, and professionalism. Responsibilities require technical proficiency, anticipatory skills, decision-making, and professional judgement.

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact: Gigi Bruce at [e-mail] or 541-737-8414.

Key Responsibilities

• Provide direct administrative support to the Chief Assistant to the Provost.
• Provide direct administrative support to the Senior Advisor to the Provost for Strategic Initiatives.
• Serve as a liaison with faculty, staff, students, stakeholders, community members on behalf of the Office of the Provost, including phone, email, and in person interactions.
• Perform calendaring for individuals and groups/committees - calendaring can be a complicated process including responding to requests, anticipating scheduling needs, constant application of independent judgement to evaluate priorities, and making appropriate adjustments to schedules when needed.
• Make travel arrangements for individuals and groups - includes determining and booking most appropriate travel itinerary according to business and personal needs, preparation of documents prior to and following travel, securing reservations for air, car, other travel, lodging, registrations, and various other logistics.
• Manage the processing and submission of invoices; provide relevant information to Financial Services colleagues, vendors, and employees regarding the status of payment.
• Provide administrative and logistical support for executive search committees, other committees, and task forces.
• Draft and/or edit correspondence and other documents; assist with presentation preparation, including use of PPT. Research and compile information and data into reports in support of special projects.
• Manage [e-mail] email account, including review of incoming emails, referring them for response, etc.
• Review and approve/decline emails to the Inform lists.
• Update content/edit existing web pages when requested.
• Assist with initiatives and special projects, including tracking and coordination of information, responses, and timelines in response to internal and external requests.
• Coordinate guest/visitor visits, including assistance with travel, logistics on campus and within the community, and responding to specific requests or needs.
• Assist with event and meeting planning and staffing,