Administrative Assistant: Office of the Provost

OSU Oregon State University; Corvallis (OR); Vor Ort; USD 66.000 - 73.000; Vollzeit

Zusammenfassung

Oregon State University in Corvallis seeks an Administrative Assistant for the Office of the Provost. This is a full-time, 12-month professional faculty position (1.00 FTE).

The AA provides direct support to the Chief Assistant to the Provost and the Senior Advisor for Strategic Initiatives, handling reception, calendar management, travel, and communications. The role requires excellent communication, discretion, diplomacy, and professional judgment in a fast-paced environment that serves a

Qualifikationen

• Bachelor’s degree OR 2 consecutive years in an administrative assistant role.
• Demonstrated ability to communicate successfully with a diverse audience.
• Interface professionally with people across a complex organization and outside visitors.
• Exercise sound judgment and proactively problem-solve.
• Provide exceptional customer service in person, in writing, and by phone.
• Plan and prioritize simultaneous projects.
• Work independently and collaboratively.
• Handle highly sensitive and confidential material.
• Meet deadlines.
• Must be able to drive a university vehicle or have a valid driver’s license.

Aufgaben

• 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, and external stakeholders.
• Manage calendaring for individuals and groups and adjust schedules as needed.
• Arrange travel logistics for individuals and groups.
• Process and track invoices and coordinate with Financial Services.
• Support executive search committees and other task forces.
• Draft and edit correspondence; assist with presentations.
• Research and compile data for reports on special projects.
• Manage the Provost email account and respond to inquiries.

Kenntnisse

Microsoft Office suite

Communication

Customer service

Ausbildung

Bachelor’s degree OR 2 years admin experience

Tools

Web-based applications and office tools

Jobbeschreibung

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.

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, including communications, meeting rooms, catering, meeting materials, invitation management, and other logistics.
• This includes a variety of events over the course of the year.
• Most noteworthy and visible of the events, Commencement occurs each June.
• The AA will provide event support for Commencement as needed throughout the year, and will work during the event each June.
• Liaise with colleges and divisions to gather updated organizational charts for posting to the Office of the Provost website twice annually.
• Liaise with OSU telecommunications, community network, facilities services, recycling services, surplus property, and various other offices as needed.
• Provide reception and customer service for the West end of Kerr6.
• Provide excellent service that considers the diverse and various perspectives of the internal and external visitors to the Office of the Provost.
• Responsible for covering the office and/or coordinating with others to be sure the office is covered.
• Maintain ongoing communication with other team members to ensure effective response to office workload.
• Process and track requests and approvals for the Professional Faculty Professional Development Fund.
• Responsible for a variety of activities related to maintaining the office environment, including ordering office supplies and equipment, making coffee, dusting/cleaning, watering plants/overseeing the plant service, running errands, etc.
• Responsible for sorting incoming and outgoing mail.
• Perform on and off campus deliveries and errands.
• Organize and maintain electronic and hard copy files.

Qualifications

Required Qualifications

• Bachelor’s degree OR 2 consecutive years of serving in an administrative assistant role, providing direct administrative support to a senior leader.
• Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience.
• Demonstrate, through substantial previous experience, the ability to:
  • Interface professionally with people from all areas of a complex organization, and with outside visitors
  • Recognize and evaluate situations and handle them with confidence and authority, respond to questions and complaints, and determine the nature of requests to provide clear information and direction.
  • Exercise sound judgment and proactively problem-solve
• Provide exceptional customer service in person, in writing, and by phone, with a wide array of customers, clients, stakeholders, and leaders.
• Communicate effectively, both verbally and in writing.
• Plan and prioritize simultaneous projects.
• Respond with flexibility to urgent or unexpected requests.
• Work both independently and collaboratively.
• Appropriately handle highly sensitive and extremely confidential material/information.
• Meet deadlines.
• Schedule meetings for individuals and groups.
• Work with high motivation and a positive, can-do attitude (an attitude of service and contribution).
• Learn and incorporate emerging technologies into daily work.
• Proven skill in:
  • Microsoft Office suite
  • Web-based applications, standard office software applications including email, calendars, word processing, spreadsheets, and databases.
  • Organizational systems and efficiencies
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
• This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

Preferred Qualifications

• Work experience at Oregon State University
• Drupal experience
• Extensive professional-level experience interacting with the public in a similarly complex professional environment

Working Conditions/Schedule

The AA works in an executive office. Some lifting will be required (office supplies, event supplies, etc.). Some on‑campus travel will be required, including campus errands, etc. Minimal driving for errands may be required. The AA will be expected to work on site, Monday through Friday, 8 AM to 5 PM. This is not a remote or hybrid position. Occasional evening and weekend work related to event support will be required. Punctuality and reliable attendance are mandatory.

Salary

• Salary Range: $66,000 - $73,000
• Anticipated Start Date: 2026-11-23

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status. OSU will conduct a review of the National Sex Offender Public website prior to hire. OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. If this position has “critical or security-sensitive” responsibilities and/or driving duties and you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre‑employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at [e-mail].

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

Treasurer Chief Budget Officer Senior VP of Finance & Administration and CFO AVP for Facilities & Infrastructure Chancellor and Dean for OSU-Cascades Dean, Lois Bates Acheson Dean of the Gary R. Carlson, MD, College of Veterinary Medicine Vice Provost for Ecampus Vice Provost for Enrollment Management Vice Provost for University Information and Technology

Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem‑solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep‑rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide

Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State’s beautiful, historic and state‑of‑the‑art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical care insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
• Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is a) in response to a formal complaint or charge, b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or c) consistent with the contractor’s legal duty to furnish information.

At Oregon State University, no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity operated by the University. If requested, OSU will provide reasonable accommodation to applicants in order to provide access to the application, interviewing and selection process. You are not required to note the presence of a disability on your application to receive an accommodation. Please request any reasonable accommodations for disability as early as possible in the application and search process. Requests may be directed to the hiring unit, or to the Office of Equal Opportunity and Access at [phone]. See Request an Accommodation Procedures for the OSU policy.

Oregon State University, in compliance with state and federal laws and regulations, including Title IX and its regulations, does not unlawfully discriminate and prohibits discrimination in any education program or activity that it operates, including in academic admissions and employment. The university prohibits unlawful discrimination on the basis of age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin (including ancestry and ethnicity), citizenship, marital or family status, pregnancy or related conditions, disability, genetic information, protected veteran status / service in the uniformed service, or any other status protected by law or OSU policy. Inquiries about Title IX may be referred to OSU’s Title IX Coordinator, the U.S. Department of Education’s Office for Civil Rights (link to https://ocrcas.ed.gov/contact-ocr), or both. OSU’s Title IX Coordinator is the Executive Director of the Office of Equal Opportunity and Access (EOA). For information on OSU’s nondiscrimination policy and procedures, including how to report information about conduct that may constitute discrimination or make a complaint of sex discrimination under Title IX, contact EOA by phone: [phone], email: [e-mail], mail/location: 330 Snell Hall, Corvallis OR 97331, or visit EOA’s website: eoa.oregonstate.edu.

Know Your Rights Oregon Family Leave Act: Department of Labor Family and Medical Leave Act