Full-Time Administrative Assistant
Job Description
The Division of Educational Ventures at Oregon State University (OSU) is a growing, innovative, and collaborative organization with a commitment to providing high-quality online education. The division extends OSU’s exceptional learning experiences including microcredentials, certificates, and degrees available to students throughout Oregon and around the world.
The division includes Ecampus, offering over 100 online and hybrid degree programs; the Ecampus Research Unit (ECRU), conducting and supporting original research in online teaching and learning; the Corporate and Workforce Education Unit (CWE), creating pathways for learners employed by partners in business and government; the Center for the Outdoor Recreation Economy (CORE), providing workforce development for the outdoor recreation industry; the Open Educational Resources Unit (OER), aiding faculty in adopting open course materials; and the Alternative Credential Unit (ACU), developing short-form educational opportunities
The Division of Educational Ventures (DEV) is a leader in national online education, our online bachelor’s program is currently ranked in the top 10 in the nation by U.S. News & World Report and has ranked in the top 10 for nine consecutive years.
The Administrative Assistant to the Associate Vice Provost is a full-time (1.0 FTE), professional faculty position for Educational Ventures at OSU. DEV currently operates on a hybrid schedule. Tuesdays and Thursdays are designated in-office days, as well as additional days as needed.
Position Summary:
The Assistant to the Associate Vice Provost of Educational Programs and Learning Innovation plays a vital role in supporting the Associate Vice Provost (AVP) within the Division of Educational Ventures at Oregon State University. This position provides comprehensive administrative assistance and project management support to contribute to growth, quality assurance, and the efficient functioning of the division. The Assistant will be responsible for various tasks, including scheduling, meeting preparation, project coordination, document preparation, and effective communication, including grant support.
Oregon State University and The Division of Educational Ventures maintain and enhance a collaborative and inclusive community that is dedicated to equity and equal opportunity. All employees of this division are responsible for ensuring that these commitments are achieved. This position supports these goals directly by communicating effectively with diverse people and assisting the AVP in furthering the diversity, equity and inclusion goals of the division.
Key Responsibilities Include:
50%– Confidential Administrative Support for the AVP
- Maintains and manages the AVP’s calendar and all logistics of meetings, events, and commitments, while staying informed and in alignment with the division’s priorities and goals. Strategically and accurately manages and coordinates the AVP’s complex schedule, provides confidential administrative support, and engages in cross-unit coordination of work.
- Maintains knowledge of units reporting directly to the AVP to inform schedule planning and coordination.
- Proactively addresses division administrative details with the goal of relieving and reducing the amount of non-critical administrative oversight that the AVP must address on a regular basis.
- Prepares and collects meeting materials and communicates daily with AVP.
- Develops agendas, takes notes, and documents action items for AVP meetings as needed. Tracks and follows up on action items.
- Communicates on behalf of the AVP with internal teams and external partners. Coordinates with administrative support team colleagues on the travel arrangements and reimbursements for the AVP.
- Tracks performance evaluation schedules for those supervised by the AVP.
- Drafts and edits correspondence, gathers data, and prepares reports briefs and other documents for the AVP, including preparing confidential communications.
- Drafts and edits letters/memos, gathers data, and prepares reports and other documents for the AVP.
25%– Project Management and Support
- Provides project management and support with cross-unit and division-wide initiatives and events originating from the AVP and Executive Team. Examples include supporting the quarterly communications to program leads regarding program development funding distribution to colleges and departments, retreat planning and support, committee and advisory board support, and division-wide staff meetings.
- Sets up timelines, kick-off meetings, check-in meetings, process documentation, communications, and reminders with project contributors.
- Serves as lead in synthesizing, reviewing and distributing final reports and deliverables to division partners.
- Tracks timelines and recurring initiatives to assist in division-wide planning.
20%– Grant Support
- Assists in identifying grant opportunities to support Division priorities.
- Provides comprehensive support for grant-related activities. Collaborate with faculty, researchers, and external partners to gather information and documentation required for grant applications.
- Assists in drafting grant proposals, ensuring compliance with guidelines and deadlines.
- Assists in drafting grant reports, ensuring compliance with guidelines and deadlines.
5% – Professional Development and Service
- Provides service to both the unit and university by working on committees and projects.
- Represents and attends relevant workshops, conferences, and meetings, gaining and sharing knowledge and expertise and networking with colleagues.
- Contributes to equity, inclusion and diversity as part of assigned duties and/or service.
Required Qualifications:
- Bachelor’s degree in a relevant field AND at least two years of professional experience providing administrative support to an individual or team/unit OR an equivalent combination of education, training, and professional administrative support experience.
- Excellent organizational skills with experience organizing complex meetings and projects, including scheduling.
- Attention to detail and demonstrated experience working at a high level of accuracy.
- Excellent interpersonal and communication skills, especially written communication. This includes ability to communicate directly and effectively with people in leadership positions.
- Ability to assist in drafting grant proposals and grant reports.
- Strong computer skills, including experience with Microsoft Office Suite (including PowerPoint and Excel) and ability to use and troubleshoot shared technology needed for hybrid meetings.
- Exceptional ability to maintain confidentiality and handle sensitive information appropriately and tactfully.
- Ability to demonstrate sound judgement and decision-making skills, with capacity to assess situations and respond appropriately.
- Demonstrable experience working independently, being self-directed, anticipating needs and functioning effectively in a fast-paced environment.
- Ability to work with frequent interruptions while meeting strict deadlines, with the ability to prioritize and manage multiple projects and activities.
- A demonstrable commitment to promoting and enhancing diversity.
Preferred Qualifications:
- Experience working in higher education.
- Experience managing or supporting grants, such as grant writing, grant support, or technical writing.
- Experience supporting academic faculty or units.
- Advanced PowerPoint and data visualization skills.
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.
Benefits:
- Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
- Vacation leave (15 hours/month), sick leave (8 hours/month), and 10 paid holidays (+1 Special Day).
- Professional development opportunities
- Cell phone provider discounts available at AT&T, Verizon, and T-Mobile/Sprint
- Free confidential mental health and emotional support services, and counseling resources.
- Retirement savings paid by the university.
- 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.
- Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee
- Total Rewards Package Calculator – https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator
Pay range: The anticipated starting salary is $63,700 – $70,500. The starting salary will be commensurate with education, skills, experience and internal equity.
Work environment:
- Ecampus currently operates on a hybrid schedule, Tuesdays and Thursdays are designated in-office days as well as additional days as needed.
- Typical office environment.
- This position may require travel.
- This position may require working events after hours or on the weekends.
How to Apply
If you are excited about the opportunity to work with a mission-driven organization please submit an application using the link - https://jobs.oregonstate.edu/postings/145556 Posting #P07446UF
Closes 11/27/23
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