Department: University Advancement
Appointment Type and Duration: Regular, Ongoing
Salary: $42,000 - $50,000 per year
Compensation Band: OS-OA05-Fiscal Year 2021-2022
Application Review Begins
November 4, 2021; position open until filled
Special Instructions to Applicants
Please submit the following with your online application:
• A cover letter in which you clearly describe how you meet the minimum qualifications and how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.
• A resume of your educational and professional work experience.
Please Note: We will contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.
University Advancement (UA) supports the University of Oregon’s (UO) mission of providing exceptional teaching, discovery, and service by strategically positioning the university to create awareness, build long-term relationships, and secure resources that increase understanding and 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 the UO Alumni Association; Development; Advancement Operations; Federal Affairs; and State and Community Affairs. We are committed to fostering equity and inclusion in a welcoming, safe, and respectful environment that recognizes the value of all members of our community.
The Advancement Strategies and Technology Innovation department is responsible for the design, development, and implementation of data, technology, process, and policy-related insights and strategies that will provide a comprehensive roadmap for the UO Advancement team to achieve its goals of being able to engage every living constituent. The department has a unique function in that it is based in UO Advancement, but also has a strong working partnership and provides strategic direction to UO Foundation (UOF) staff in collaboration with UO Foundation leadership.
The Executive Assistant provides confidential and executive-level administrative support to the Assistant Vice President (AVP) for Advancement Strategies and Technology Innovation. This position also manages administrative support staff for the Prospect Management and Research teams. The Executive Assistant manages the daily operations of Advancement Strategies and Technology Innovation department and assists in implementing directives of leadership team members.
Using independent judgment and comprehensive knowledge of the University of Oregon and the UO Foundation, its programs, and personnel, as well as the complex issues Advancement faces, this position regularly interacts with a variety of stakeholders to advance the UO's interests. The Executive Assistant is responsible for interfacing with UO Advancement colleagues, UO Foundation staff members, campus partners, external consultants, and vendors representing various projects and technology platforms/services. This position is also responsible for maintaining fiscally responsible management practices in compliance with department and university policies, including monitoring, administering, and maintaining account records for leadership budgets and expenditures, including shared budget lines and MOUs. This position also serves as the primary contact for matters related to the AVP's schedule and activities.
The Executive Assistant will be a strong partner in many complex, multi-faceted projects. This will include assistance around project management, tracking and auditing technology platforms abilities and usage, reviewing documentation to identify policy and process language and creating and managing documentation around new procedures.
This position requires strong communication skills, excellent judgment and discretion, and the ability to interact with a variety of stakeholders with professionalism and tact. The Executive Assistant must be able to work independently, proactively coordinate projects and schedules to facilitate the work of Advancement Strategies and Technology Innovation, and ensure smooth operations for the office, including budgetary and fiscal management.
• One year of experience performing data collection and analysis; project management, evaluation, and/or analysis.
• Two years of experience providing high-level administrative support to a leader or high-performing team.
• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, exercise judgment and discretion, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.
• Demonstrated ability to manage people and/or projects in a complex matrixed system of accountability and work effectively with others.
• Excellent attention to detail and follow-through.
• Excellent organizational, problem-solving, and time management skills.
• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Ability to efficiently prepare reports, documented policies and procedures, and other written materials.
• Excellent writing, editing, and verbal communication skills, including the ability to work effectively with leaders and high-level stakeholders; attention to detail.
• Strong skills with Microsoft Word and Excel or similar software; ability to work with workplace collaboration tools such as Microsoft Teams and OneDrive.
• Ability to manage diverse responsibilities and multiple tasks.
• Ability to use knowledge, discretion, and judgment to appropriately respond to requests, provide information, and speak on behalf of the AVP.
• Ability to be proactive and set priorities that facilitate workflows and promote effective follow-up for the team.
• Ability to schedule complex, extensive appointments and maintain a calendar for an executive.
• Ability to handle confidential and discreet information; must sign a confidentiality/non-disclosure statement for access to the UO’s donor database.
• Ability to interact, communicate and work effectively with individuals, recognizing and respecting the many and varied identities of each person.
• Commitment to promoting and enhancing diversity, equity, and inclusion.
• Ability to process expenses and prepare financial reports for the AVP.
• Ability to become familiar with and use established guidelines used to do this job, including gaining knowledge of the public employee code of conduct and University Advancement budget procedures and policies.
• Five years of administrative support experience for an executive.
• Budget management and administration experience.
• Bachelor’s Degree.
• Professional experience in note/minute taking and documentation, especially for board, volunteers, or senior leadership.
• Basic knowledge of technology platforms and/or past experience in working with CRMs or other integrated tech systems.
• Experience in executive-level support in higher education that includes an understanding of and sensitivity to the academic culture.
FLSA Exempt: Yes
All offers of employment are contingent upon successful completion of a background inquiry.
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. 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 contact us at email@example.com or 541-346-5112.
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 Civil Rights Compliance, 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.