Executive Support Specialist

UO HR Website; Eugene (OR); On-site; USD 40,000 - 55,000; Part time

Benefits offered by this job

Health insurance

Retirement plans

Paid time off

Job summary

The University of Oregon is hiring for the position of Executive Support Specialist in Eugene, Oregon. This part-time role involves providing high-level administrative support to the Dean of the Clark Honors College, overseeing communications, scheduling, and coordination with various stakeholders.

The ideal candidate will have three years of clerical experience and strong communication, planning, and discretion skills. Additional preferred qualifications include an associate degree and prior experience supporting senior executives.

Qualifications

• Three years of clerical/secretarial experience including typing and document generation.
• Experience in office procedures and administrative support.
• Courses in Office Occupations may substitute for one year of experience.

Responsibilities

• Provide high-level administrative support to the Dean.
• Manage the dean's schedule and calendar.
• Act as a primary communication link between the Dean and stakeholders.

Skills

Strong communication skills

Planning and executing assignments

Ability to maintain confidentiality

Working knowledge of Microsoft Office Suite

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Enterprise information systems (e.g., Banner)

Electronic travel and expense systems (e.g., Concur)

Job description

Department Summary

Founded in 1960, the Robert D. Clark Honors College (CHC) is a top public honors college known for its innovative curriculum, excellent advising and mentoring, and commitment to liberal arts education. The CHC’s interdisciplinary core education curriculum and personalized mentorship provide students with a foundation built on writing and communication-intensive coursework. Courses are conducted as seminars, allowing for vibrant intellectual discussions, unique opportunities for pedagogical innovation, and rich faculty-student interactions and learning. All students complete an honors thesis, supported by faculty mentors. CHC students and faculty are curious, enthusiastic, and committed to making a positive impact on the world. Located in Eugene, Oregon—an hour from both the Pacific coast and the Cascade mountains, the CHC offers students a small liberal arts honors college experience within the cutting-edge resources of a Research 1 institution.

Position Summary

The Executive Support Specialist (ESS) provides high-level, confidential secretarial and administrative support to the Dean of the Clark Honors College and performs administrative functions in direct support of executive leadership including the dean, associate deans, and other administrative staff. The ESS manages the schedule and calendar of the dean and acts on their behalf when scheduling and arranging appointments, meetings, travel, and conferences. The position requires independent judgment, discretion, and anticipatory support, and serves as a primary communication and coordination link between the Dean and internal and external stakeholders. This part-time position reports directly to the Assistant Director of Executive Operations. Given the anticipated growth of the College, there is potential for future re‑evaluation of this position to increase the FTE up to 1.0/full‑time.

Minimum Requirements

• Three years of clerical/secretarial experience which included:
• one year at a full performance level performing typing, word processing, or other generating of documents
• lead work responsibility or coordination of office procedures
• Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience (no substitution will be made for the one year at the full performance level).

Professional Competencies

• Ability to anticipate needs and align administrative support with shifting priorities.
• Strong skills in planning, executing, and delivering assignments on time.
• Strong communication skills; ability to represent the Dean’s Office professionally.
• Working knowledge of Microsoft Office Suite and other data platforms.
• Ability to address complex issues with sound judgment and discretion.
• Capacity to manage shifting priorities in a fast‑paced environment.
• Ability to maintain confidentiality when handling personnel records, managing calendars, and scheduling meetings.

Preferred Qualifications

• Three years of administrative support experience for a high-level senior executive.
• Associate degree or an equivalent combination of education, training, and progressively responsible administrative experience.
• Experience providing high-level administrative support to a senior leader, including managing calendars, coordinating meetings, and balancing competing priorities with professionalism and discretion.
• Knowledge of best practices for executive and administrative support, including confidentiality, judgment, and proactive problem‑solving.
• Professional experience in a higher education environment or similarly complex institutional setting.
• Experience using enterprise information systems such as Banner, Elements, or comparable databases.
• Experience coordinating travel arrangements and processing related documentation using electronic travel and expense systems (e.g., Concur or similar tools).
• Knowledge of, or ability to quickly learn, the University of Oregon’s practices, policies, programs, and organizational structure.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background check.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off.

The University of Oregon is an equal‑opportunity institution committed to cultural diversity and compliance with the Americans with Disabilities Act. 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, email us or call 541‑346‑5112.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy, age, physical or mental disability, genetic information, ancestry, familial status, citizenship, service in the uniformed services, veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law 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 Office of Equal Opportunity and Access. Contact information, related policies, and complaint procedures are listed here.