Administrative Assistant to the Associate Dean

Oregon State University; Corvallis (OR); On-site; USD 35,000 - 52,000; Part time

Job summary

Oregon State University is seeking an Administrative Assistant to the Associate Dean in the College of Education. This part-time (0.50 FTE), 12-month professional faculty position provides confidential support for academic, faculty affairs, program, and operational activities within the Associate Dean's portfolio.

The role requires coordinating calendars, travel, and correspondence, plus managing faculty processes, program changes, and reporting.

Qualifications

• Bachelor's degree and three years of administrative support experience.
• Experience coordinating multiple projects, priorities, and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated ability to handle confidential information with discretion.
• Experience with Office Suite and ability to learn new software applications.

Responsibilities

• Provide Executive-Level Administrative Support: manage calendar, schedule meetings, coordinate travel, prepare correspondence and presentations, maintain confidential records.
• Coordinate Faculty Affairs and Academic Processes: support curriculum development and review, program changes, promotion and tenure activities.
• Manage Projects, Timelines, and Follow-Up: track deadlines, deliverables, approvals, action items; coordinate with faculty, staff, committees, and university partners.
• Support Faculty Development and Program Initiatives: coordinate professional development, continuing education, grants communications, and faculty recognition.
• Develop and Improve Administrative Systems: create tracking tools, reports, electronic records, forms, process maps, and procedural documentation.
• Coordinate Communication and Collaboration: liaise between the Associate Dean, faculty, staff, students, university offices, and external partners.
• Maintain Confidentiality and Support Sensitive Processes: handle sensitive information and discreet administrative support.

Skills

Written communication

Verbal communication

Independent work

Project coordination

Time management

Confidentiality

Interpersonal skills

Collaborative

Education

Bachelor's degree

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft 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.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

Department

College of Education

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

For additional information please contact:
Gloria Crisp
[e-mail]

Job Summary

The College of Education is seeking an Administrative Assistant to the Associate Dean. This is a part-time (0.50 FTE), 12-month, professional faculty position.

For over a century, Oregon State University has been a leader in the field of education. From our cutting-edge research to our commitments to social justice and lifelong learning, we prepare and empower the next generation of change-makers as teachers, counselors, higher education leaders, and scholars.

The Administrative Assistant to the Associate Dean is responsible for providing confidential administrative support and coordinating academic, faculty affairs, program, and operational activities within the Associate Dean's portfolio in the College of Education.

Key Responsibilities

• Provide Executive-Level Administrative Support: Manage the Associate Dean's calendar, schedule meetings, coordinate travel, prepare correspondence and presentations, and maintain confidential records.


• Coordinate Faculty Affairs and Academic Processes: Support curriculum development and review, academic program changes, promotion and tenure activities, and related faculty affairs processes.


• Manage Projects, Timelines, and Follow-Up: Track deadlines, deliverables, approvals, and action items; coordinate with faculty, staff, committees, and university partners to ensure timely completion.


• Support Faculty Development and Program Initiatives: Coordinate professional development activities, continuing education programs, research-related initiatives, grants communications, and faculty recognition efforts.


• Develop and Improve Administrative Systems: Create and maintain tracking tools, reports, electronic records, forms, process maps, and procedural documentation to improve administrative efficiency and consistency.


• Coordinate Communication and Collaboration: Serve as a liaison between the Associate Dean, faculty, staff, students, university offices, and external partners to facilitate information sharing and advance college priorities.


• Maintain Confidentiality and Support Sensitive Processes: Provide discreet administrative support for faculty and student concerns, maintain confidential documentation, and ensure appropriate handling of sensitive information.

Qualifications

• Bachelor's degree and three years of experience providing administrative support to an administrator.


• Demonstrated experience independently coordinating multiple projects, priorities, and deadlines.


• Demonstrated experience preparing, editing, and managing professional correspondence, reports, meeting materials, and records with a high degree of accuracy and attention to detail.


• Demonstrated proficiency using Office Suite (Outlook, Word, Excel, and PowerPoint), electronic file management systems, and collaboration or project management tools; and the ability to learn and effectively utilize new software applications and technology systems.


• Demonstrated effective written and verbal communication skills.


• Demonstrated ability to work independently, prioritize competing responsibilities, exercise sound judgment, and maintain confidentiality when handling sensitive information.


• Demonstrated ability to establish and maintain effective working relationships with individuals from a variety of backgrounds and experiences.


• Demonstrated commitment to promoting and enhancing inclusive excellence.

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.

Preferred Qualifications

• Experience working in higher education.


• Experience providing administrative support to a dean, associate dean, department head, director, or other senior-level administrator.


• Experience supporting or coordinating faculty affairs and academic processes, such as promotion and tenure, curriculum administration, faculty development, or academic program coordination.


• Experience developing or improving admi