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UO Response to COVID-19 @@@: University of Oregon is currently monitoring COVID-19 and dealing with the impacts to our campus operations. Candidates in searches already underway may be contacted directly about adjustments to timelines or recruitment plans. We greatly appreciate your understanding and flexibility, and your interest in employment at University of Oregon.

Executive Assistant to the Vice Provost & University Librarian

Apply now Job no: 527999
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Business Administration/Management

Department: Library
Appointment Type and Duration: Regular, Ongoing
Salary: $50,000 - $58,000 per year
Compensation Band: OS-OA06-Fiscal Year 2021-2022
FTE: 1.0

Application Review Begins
September 7, 2021; position open until filled.

Special Instructions to Applicants
Along with your online application, please upload:
• A current resume or CV
• A cover letter

Department Summary
About the University:
The University of Oregon is one of only two Pacific Northwest members of the Association of American Universities and holds the distinction of a “very high research activity” ranking in the Carnegie Classification of Institutions of Higher Education. The UO enrolls more than 20,000 undergraduate and 3,600 graduate students representing all 50 states and nearly 100 countries.

The University of Oregon is guided by a diversity framework that involves a commitment to diversity, equity, and inclusion for all students, faculty, staff, alumni, and community members. The UO’s 295-acre campus features state-of-the art facilities in an arboretum-like setting within the traditional homelands of the Kalapuya people.

The UO is located in Eugene, a vibrant city of 167,000 with a wide range of cultural and culinary offerings, symphony, opera, jazz, and theatrical venues; a pleasant year-round climate; and a community engaged in environmental and social concerns. The campus is within easy driving distance of the Pacific Coast, the Cascade Mountains, and Portland.

About the UO Libraries:
The University of Oregon Libraries is an essential partner in the University’s educational, research, and public service mission. With five locations on the Eugene campus, and branches at UO Portland and at the Oregon Institute of Marine Biology, the Libraries offers many flexible, service- and technology-rich environments for our users’ research and learning needs. The UO Libraries is committed to supporting and enhancing the diversity of the university community, to providing a culturally inclusive environment where diversity of thought and expression is valued and respected, and to disrupting systemic inequalities. With a focus on equity in service, we strive to create a powerful learning community, a welcoming space where faculty, students, and patrons of all ages and cultural and ethnic backgrounds can access the information necessary to achieve their personal and professional goals. Our mission is to actively support the student learning experience, enable the creation and stewardship of knowledge, and contribute to advancements in teaching, research, scholarship, and public service. We value intellectual freedom, user-centered service, evidence-based approaches, transparency, innovation, teamwork, diversity, and integrity.

About Library Administration:
Library Administration handles internal and external administrative matters for the Libraries, providing managerial leadership, strategic planning, resource management, development/fundraising, and direction of the overall operations of the University Libraries.

The University of Oregon Libraries is the only Association of Research Libraries (ARL) member in Oregon. The library is a member of the Orbis Cascade Alliance, Oregon WIN, SPARC, Center for Research Libraries, DuraSpace, the Council on Library and Information Resources, Coalition for Networked Information, EDUCAUSE, and other major organizations.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with 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.

Position Summary
The Executive Assistant (EA) supports the work of the Vice Provost and University Librarian (VPUL) and provides executive-level administrative support to the VPUL. The EA participates in decision-making as part of the Libraries Administrative Team, and serves as liaison between the Libraries and a wide range of individuals and organizations both on and off-campus to advance the goals of the department. This position requires someone who is able to work in a team environment as well as independently. This position will manage complex issues that accompany advancing the VPUL's strategic plan and the libraries and university mission, which includes preparing written and verbal responses to routine inquiries and triage of confidential email. The EA uses independent judgment and decision-making skills to support the work of the VPUL. The EA provides executive-level administrative support by maintaining the VPUL’s calendar, assisting with communication and information flow (including sensitive and confidential material), and coordinating projects, programs, and events critical to the mission and work of the Libraries. This position reports to the Associate VPUL for Central Services.

The EA is a vital member of the VPUL’s administrative team and must exhibit professionalism, collegiality in a team environment, and the ability to create a welcoming and professional atmosphere in the office. This person must be culturally competent, with the ability and commitment to work with individuals from diverse backgrounds. This position regularly interacts with the Libraries faculty, staff, and key university partners. The EA must exhibit a high level of sensitivity, confidentiality, cultural awareness, and have the ability to work independently, anticipate problems, demonstrate sound judgment, and exercise creative problem-solving. This position regularly requires the exercise of independent decision-making and interpreting, communicating, and applying policies and procedures in performing daily duties.

Minimum Requirements
• Bachelor’s degree in a related field (e.g., communication, business, etc.) or an equivalent combination of skills, experience, and education
• Three years of office and project management experience of increasing responsibility, including serving as team lead on projects
• One year of experience providing confidential executive support for a department head, dean, or an executive at an equivalent level

Professional Competencies
• Outstanding interpersonal, oral, and written communication skills, especially related to writing and analyzing reports, proofreading/editing, taking meeting notes/minutes, and drafting complex policy/planning documents and correspondence
• Strong organizational skills with attention to detail and follow-through
• Excellent time management skills with demonstrated ability to manage multiple priorities and meet deadlines
• Excellent problem-solving skills
• Proven proficiency with Microsoft Office applications (word processing, spreadsheet, Teams), web publishing, and Outlook for email and calendaring (or similar scheduling program)
• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it related to handling sensitive and/or confidential materials and issues that may relate to personnel, budget, policy development, or union matters
• Demonstrated ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds
• Ability to work collaboratively in a team environment and also work independently
• Ability to coordinate meetings, events, and initiatives with other colleagues in executive-level offices and academic departments
• Ability to stay within the budgets allocated to projects and events

Preferred Qualifications
• Experience working in higher education and/or academic libraries
• Three or more years of experience as an executive assistant or office manager
• Knowledge of University of Oregon policies and procedures
• Experience with events planning, handling travel arrangements, and managing expense reporting
• Working knowledge or experience in accounting functions and/or processing financial transactions
• Supervisory or team leader experience

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 uocareers@uoregon.edu 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.

Advertised: Pacific Daylight Time
Applications close:

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