Job description
University Information and Technology, Administrative Modernization Program is seeking an Administrative Assistant. This is a full-time (1.0
FTE
), 12-month, professional faculty position.
This position reports to the Executive Director of the Administrative Modernization Program (ED-AMP) in University Information & Technology (UIT). UIT shares and supports the university’s overall mission by assisting all areas of the university to extend their programs, teaching, research, and communication throughout the world.
This position reports to the Executive Director of the Administrative Modernization Program (ED-AMP) in University Information & Technology (UIT). UIT shares and supports the university’s overall mission by assisting all areas of the university to extend their programs, teaching, research, and communication throughout the world.
The Administrative Assistant (AA) provides executive-level confidential administrative support to the ED-AMP in UIT and assists the
CIO Executive team and UIT Directors as needed. The AA serves as the ED-AMP’s trusted liaison and cultivates positive working relationships with university leaders, community partners, and university departments that provide
Information Technology (IT) support services. This individual will work independently and as a valued member of the AMP team and UIT Admin team.
The AA is expected to demonstrate leadership and initiative, not only in responding to requests but also in managing their work assignments. Tasks are varied and change rapidly in scope and complexity. Sound judgment, anticipatory skills, excellent organization and communication skills, and the ability to take decisive action in a demanding and at times stressful environment are imperative.
Please note, all UIT team members are expected to meet the following commitments:
- UIT commits to deliver data as a strategic working asset and to enable data informed decision making across OSU. UIT leaders and staff lead by example and use data to inform decision making at all levels in the organization. Persons in technology roles are also expected to design systems with data portability in mind and work within enterprise architecture and privacy guidelines.
- UIT commits to and believes in the strength and value of diversity, equity, inclusion, and access (DEIA) both throughout our team and as an intentional and active practice to advance the vision, mission, and strategic efforts of the entire university. As a member of the UIT community, the person in this position is expected to foster and promote the values of DEIA and demonstrate a commitment to inclusive excellence in their work.
- Proactively securing and protecting OSU’s digital assets and information systems are crucial to our missions of teaching and learning, research, and extension and engagement. All OSU IT professionals are directly responsiblefor providing high quality and secure IT systems and services. Persons in technology roles are expected to be responsive to security related actions and requirements and to collaborate to find secure ways to support the OSU community.
Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
To calculate our
Total Rewards Package use this link:
https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Position Duties
60% -Executive Support
- Coordinates and maintains the ED-AMP’s calendar. Reviews incoming meeting requests, gauges them against competing priorities for the ED-AMP and anticipates scheduling changes. Handles scheduling requests for time, logistics, technology, and materials for complex senior level meetings; prepares agendas and materials for staff and other meetings as needed; takes minutes and tracks action items. Applies independent judgment to evaluate priorities, necessity, and appropriate adjustments to schedules to accommodate emerging needs.
- Screens ED-AMP’s incoming phone calls, visitors and correspondence, and routes accordingly. Answers calls; provides general and/or specific information to stakeholder, walk-ins, email correspondents; refers or routes inquiries to other appropriate associates, as required; and greets and receives office visitors.
- Coordinates travel, conference registration, and travel reimbursement for ED-AMP and CIO Executive team. Determines the most appropriate itinerary according to professional and personal requirements; secures airline reservations, lodging, registration, and other logistical needs; and coordinates details at meeting/speaking site.
- Coordinates and plans AMP/UIT events such as project team meetings, workshops, retreats, recognition celebrations, and other social events, including site selection, transportation arrangements, catering, and ensuring availability of materials and supplies.
- Establishes and maintains collaborative partnerships with internal and external stakeholders, including all UIT and OSU IT partners, vendors, and professional organizations to build and leverage expertise and resources.
- Runs monthly report to ensure OSU critical training requirements are being met by UIT employees and notifies supervisor as needed.
- Maintains strict confidentiality of all communication.
35% Administrative Operations Support
- Provides administrative support for position searches within AMP and UIT, including advertising positions, communications with candidates, arranging interviews, and assisting with candidate travel and travel reimbursement. Supports onboarding process for new employees.
- Monitors, coordinates, and assists with management of shared UIT Admin email account including scheduling meetings and assisting with travel requests, conference registration, and travel reimbursement for UIT Directors and employees. Determines the most appropriate itinerary according to professional and personal requirements; secures airline reservations, lodging, registration, and other logistical needs; and coordinates details at meeting/speaking site.
- Oversees development and maintenance of information and communication systems including department distribution list and listservs.
- Facilitates purchase of supplies and equipment for UIT employees using department cards or procurement systems. Creates purchase orders as requested. Processes invoices with appropriate index and budget authority name to the UABC (University Administration Business Center) Accounting Department. Manages and reconciles department credit card with appropriate receipts and index numbers. Monitors maintenance of office equipment.
- Maintains and organizes shared office files (electronic and paper).
5 % Performs other duties as assigned
- Participates in professional development activities that enhance general knowledge of or ability to perform assigned work.
- Participates in organizational processes and initiatives, including change management, incident management, etc.
- Performs other duties as assigned by VP/CIO, CIO Executive team.
- Bachelor’s degree in relevant field (i.e, Information Technology, Business or Communications), and/or an equivalent combination of education and experience.
- Three years of experience providing advanced administrative office support for an executive, unit, or business.
- Strong oral and written communication skills, including the ability to communicate effectively at all levels (i.e., executives, directors, and constituents). Excellent proof-reading skills are necessary.
- Experience with managing and maintaining complex scheduling needs with a high-level of attention to detail and accuracy.
- Demonstrated experience multi-tasking. For example, planning, prioritizing, and managing simultaneous projects, often within tight deadlines and shifting priorities while coordinating a high volume of work.
- Demonstrated experience in a setting requiring strict adherence to confidentiality and maintenance of confidential records.
- Demonstrated experience requiring the exercise of independent judgment.
- Demonstrated commitment to diversity, equity, inclusion, and access.
- Proficiency using Microsoft Office suite programs including but not limited to Outlook, Work, Excel, PowerPoint, OneDrive, and Teams. Familiar with using Zoom and other video-conferencing platforms.
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 (Special) Qualifications
- Experience in higher education or public service employment.
- Experience in an information technology organization.
This position is based in Corvallis in an office environment. The work schedule is M-F on-campus.
This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No
Posting Detail Information
Posting Number
P06607UF
Number of Vacancies
1
Anticipated Appointment Begin Date
05/01/2023
Anticipated Appointment End Date
Posting Date
03/21/2023
Full Consideration Date
Closing Date
04/12/2023
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
3) UIT has a deep commitment to and belief in the strength and value of diversity, equity, and inclusion (DEI) both throughout our team and as an intentional and active practice to advance the vision, mission, and strategic efforts of the entire university. As a member of the UIT community, the person in this position is expected to foster and promote the values of DEI and demonstrate a commitment to inclusive excellence in their work. Please describe how you have made a commitment to DEI in your life and work. Attach as Diversity Statement. (Upload as Other Document 1)
3) UIT has a deep commitment to and belief in the strength and value of diversity, equity, and inclusion (DEI) both throughout our team and as an intentional and active practice to advance the vision, mission, and strategic efforts of the entire university. As a member of the UIT community, the person in this position is expected to foster and promote the values of DEI and demonstrate a commitment to inclusive excellence in their work. Please describe how you have made a commitment to DEI in your life and work. Attach as Diversity Statement. (Upload as Other Document 1)
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact: Alisha Brucker at alisha.brucker@oregonstate.edu
OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit
https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
The anticipated starting salary will be $51,912 – $68,500.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
The anticipated starting salary will be $51,912 – $68,500.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.
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