Executive Support Specialist

The Chronicle Of Higher Education, Inc.; Eugene (OR); On-site; USD 28,929 - 44,083; Part time

Job summary

The Executive Support Specialist at Clark Honors College provides high-level, confidential secretarial and administrative support to the Dean and supports executive leadership including associate deans and other staff. The ESS manages the Dean’s schedule, arranges appointments, meetings, travel, and conferences, and acts as the primary communication link with internal and external stakeholders.

The role requires three years of clerical/secretarial experience, strong communication skills,

Qualifications

• Three years of clerical/secretarial experience, including at least one year at full performance level.
• Lead responsibility or coordination of office procedures.
• Training in Office Occupations may substitute for up to one year of clerical/secretarial experience, but no substitution for the one year at full performance level.

Responsibilities

• Manage the Dean’s schedule, arrange appointments, meetings, travel and conferences.
• Act as the primary communication link between the Dean and internal/external stakeholders.
• Provide anticipatory support while exercising independent judgment and discretion.
• Represent the Dean’s Office professionally and coordinate with executive leadership.

Skills

Strong communication

Discretion and confidentiality

Anticipate needs

Planning and time management

Professional representation

Education

Associate degree or equivalent

Tools

Banner

Elements

Concur

Microsoft Office Suite

Job description

Executive Support Specialist

Department: Clark Honors College

Classification: Executive Support Specialist 1

Appointment Type and Duration: Regular, Ongoing

Salary: $20.98 - $31.63 per hour

FTE: 0.75

Review of Applications Begins: July 15, 2026; position open until filled

Special Instructions to Applicants: Please include a brief cover letter (one page or less) that addresses how you meet the minimum (and, if applicable, preferred) qualifications. Use your letter to share what excites you about this opportunity and how you would contribute to the Clark Honors College in this role.

Position Summary

The Executive Support Specialist (ESS) provides high‑level, confidential secretarial and administrative support to the Dean of the Clark Honors College and supports executive leadership including associate deans and other staff. The ESS manages the Dean’s schedule, arranges appointments, meetings, travel, and conferences, acts as the primary communication link between the Dean and internal as well as external stakeholders, and performs anticipatory support while exercising independent judgment and discretion.

Minimum Requirements

• Three years of clerical/secretarial experience, including at least one year performing typing, wordprocessing, or generating documents at a full performance level.
• Lead work responsibility or coordination of office procedures.
• Courses or training in Office Occupations or Office Technology may substitute for up to one year of clerical/secretarial experience, but no substitution will be accepted for the one year at 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 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 offers a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off.

To apply, visit https://careers.uoregon.edu/en-us/job/536779.

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, please 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 leave protected by state or federal law in all programs, activities, and employment practices as required by Title IX and 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.

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