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Executive Support Specialist/Development Assistant

Apply now Job no: 521632
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: University Advancement
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $14.89 - $22.12 per hour
FTE: 1.0

Review of Applications Begins
Position closes January 25, 2018

Special Instructions to Applicants
Complete online applications must include work history and responses to the required supplemental questions below:

1. Describe your experience providing confidential administrative and secretarial support for an executive or manager, including coordinating work flow; maintaining calendars; scheduling meetings; maintaining electronic and hard copy records; arranging travel; writing, editing, and proofreading correspondence and other documents; building and maintaining spreadsheets and preparing reports. Briefly describe the nature and complexity of the work for which the executive or manager was responsible and the type of confidential information with which you worked.

2. This position requires the ability to plan and prioritize work, meet deadlines, and coordinate multiple tasks and projects. Describe experience that demonstrates your ability to work effectively in a rapidly changing environment.

3. This position supports the Associate Vice President for Advancement, International Advancement in communication with alumni, donors/prospects, and international visitors. Describe experience that demonstrates your ability to represent an executive and communicate effectively with individuals from diverse backgrounds and cultures both orally and in writing. Indicate experience communicating with individuals from other countries and specify if you are fluent in languages other than English.

Department Summary
University Advancement is responsible for strategically positioning the UO with its various constituents and securing resources to further its aims. The division consists of approximately 200 employees primarily working out of Eugene, with offices in Portland and Bend. Departments within University Advancement include: Advancement/UO Alumni Association, Development, Stewardship and Public Events, Advancement Operations, Federal Affairs, and State and Community Affairs.

Development, as a part of Advancement, has an overall mission to sustain and enhance excellence at the University of Oregon through securing and stewarding philanthropic gifts, and to raise funds from private sources to fund priorities outlined by the university’s faculty and administrative leadership.

Position Summary
The Executive Support Specialist/Development Assistant provides advanced and diversified executive-level administrative support to the central development team, in particular to the AVP, International and Domestic Advancement. The purpose of these activities is to aid the development staff in their fundraising efforts and the documentation of these efforts. This position reports to the Administrative Program Manager and acts as the liaison between the central development office and a large variety of constituencies on and off campus including but not limited to donors, trustees, and the University of Oregon Foundation. This position regularly requires the ability to exercise independent judgment and a comprehensive knowledge of the University of Oregon, its programs, and the strategic development plan.

This position handles and is involved in many sensitive and confidential issues, and is responsible for fostering positive relationships both internal and external to the campus while managing multiple projects with firm schedules. The Executive Support Specialist/Development Assistant is responsible for effectively managing and scheduling the AVP’s time to ensure maintenance of an extensive standing meeting schedule. The position is also responsible for developing a plan for completing all work and for reporting on progress to the Administrative Program Manager, AVP, International and Domestic Advancement, and Sr. Associate Vice President, Development.

The Executive Support Specialist/Development Assistant will typically analyze, compare and evaluate various courses of action and have the authority to make independent decisions on matters of significance, free from immediate direction, within the scope of assigned responsibilities. Occasionally this position will assist with small events.

Additionally, the Executive Support Specialist/Development Assistant acts as the primary support and staffing for the AVP, International and Domestic Advancement, working strategically with University leadership, deans, faculty, staff, UO Foundation Trustees, volunteers, and other University leaders to manage international and domestic donors/prospects.

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; AND
• 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
• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgement and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, “think on your feet,” follow-through, and work independently with minimal supervision, while handling frequent interruptions and rapidly shifting priorities.
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program), and familiarity with Microsoft Office applications.
• Excellent writing, editing and verbal communication skills.
• Attention to detail.
• Ability to communicate and work effectively with individuals from diverse backgrounds and cultures.
• Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
• Experience managing executive calendars, and coordinating travel.
• Self-motivated, punctual, reliable, organized and flexible.
• Commitment to promoting and enhancing diversity and equity.

Preferred Qualifications
• Work experience in the area of fundraising for an institute of education or closely related field.
• Experience with all phases of the donor cycle – prospecting, cultivating, soliciting and stewarding.
• Working knowledge of the donor database Advance.
• Experience working with constituents, and demonstrated customer service skills.
• Experience working in a higher education setting.
• Fluency in both English and a second language (Mandarin or Arabic preferred).

FLSA Exempt: No


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

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. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA.  The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression 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 Title IX Coordinator, Office of Affirmative Action and Equal Opportunity, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.

Advertised: Pacific Standard Time
Applications close: Pacific Standard Time

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