Department: Campus Planning and Facilities Management - Facilities Services
Classification: Administrative Program Assistant
Appointment Type and Duration: Regular, Ongoing
Salary: $18.57 - $27.69 per hour
FTE: 1.0

Review of Applications Begins

September 12, 2024; open until filled

Special Instructions to Applicants

To be considered for this position, applicants must submit a complete application. Complete applications must include an online application, a cover letter, and resume that address how you meet the minimum and preferred qualifications.

We are interested in finding the best candidate for the position. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications - use your application to let us know what is meaningful to you about the role and what transferable skills or other qualities you would bring.

Department Summary

Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises seven units, and approximately 270 employees: Work Management & Administrative Services, Building Operations & Maintenance, Exterior & Custodial Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. The units of CPFM strives to provide excellent customer service to the University of Oregon campus and operates with the highest professional standards, communicating and collaborating with customers to support the stewardship of the campus.

Administrative Services and Work Management is responsible for the management of human, financial and material resources, the development and implementation of programs, policies and procedures related to the operation, that guide maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Position Summary

The Work Management & Admin Assistant services as support for the Administrative Manager and Senior Leadership in relation to administrative support, administrative project management and unit communications.

Decision Making:
This position is responsible for making independent decisions daily. These decisions effect the credibility of CPFM and trustworthiness of the organization. Poor decisions can result in a negative customer service experience, effect budget stability, and effect compliance related issues regarding personnel and safety. Decisions must be made with an understanding of multiple levels of policies including CBA, OA Policies, Purchasing policies, Travel policies, University policies, Document retention, OSHA regulations, and training rules and regulations.

Interactions:
This position interacts with internal staff at all levels including, but not limited to, trades personnel, building managers, and executive leaders or their representatives in order to fulfill the requirements of the position. Interactions involve collaborating on logistics, serving as a team member on committees and collaborating with the CPFM leadership team to accomplish leadership team projects. Additionally, this position may interact with external constituents to fulfill project requirements, answer inquiries, research information, or relay information as a representative of CPFM.

Supervision:
Position is supervised by the Director of Administrative Services and Work Management. A performance appraisal is conducted annually.

Essential Personnel
This unit may provide essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times.

Minimum Requirements

• Three years of office experience which included two years at full performance level and experience generating documents; and
• Lead work responsibility or coordination of office procedures.

Professional Competencies

• Perform duties in a way that advances and supports the mission of the department and university.
• Work effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Take initiative, looking for what needs to be done and doing it.
• Pay close attention to detail.
• Maintain a safe and safety-conscious workplace.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Model the highest ethical standards.
• Provide superior customer service.

Preferred Qualifications

• Experience performing administrative duties in support of agency projects or programs.
• Experience with data collection and analysis.
• Project Management experience.
• Experience with interpretation of laws, rules and regulations.
• Fluent in the following software systems: Excel, Word, OneNote, Sharepoint, Confluence, Visio and Drupal.
• Three or more years of administrative work in support using an enterprise Work Management System or Computer Maintenance Management System in higher education.

FLSA Exempt: No

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

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 https://hr.uoregon.edu/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, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law 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 Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

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 https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.