Department: Business Affairs
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $19.68 - $29.67 per hour
FTE: 1.0
Review of Applications Begins
June 10, 2025; position open until filled.
Special Instructions to Applicants
In addition to your online application, please include the following:
• A current resume;
• Names and contact information for three professional references. References will be conducted if you are a finalist in the search, and you will be contacted first.
Department Summary
Business Affairs (BA) provides efficient and effective business services for University of Oregon (UO) students, faculty, and staff; manages and secures UO material assets; and ensures UO business is conducted in accordance with all applicable regulations, policies, procedures, Generally Accepted Accounting Principles (GAAP), and sound business practices.
Business Affairs consists of 5 divisions reporting to the Associate Vice President for Business Affairs and Controller and provides direct services to staff, students, and UO departments: Financial Services/Accounts Payable/Travel, Student Financial Services, Payroll, Information Systems, and Treasury Management. These divisions manage the largest payroll in Eugene, support UO expenditures totaling more than $500 million, and manage the billing and collection of tuition and fees for more than 24,000 students. Business Affairs has approximately 65 FTE and an annual operating budget of $7 million.
Position Summary
The Executive Support Specialist 1 provides executive-level administrative support to the Associate Vice President (AVP) for Business Affairs (BA) and Controller, as well as director-level department staff. This role involves coordinating executive meeting schedules with other campus executive offices and outside agencies, maintaining the central filing system for Business Affairs, and authoring and maintaining the department website. The Executive Support Specialist 1 also coordinates travel for the AVP, department directors, and staff, interpreting and advising travelers on procedures, rules, and university travel policy. Additionally, this position provides backup support to BA Information Systems and IT systems training, coordinates and provides training on department communication and collaborative technology, and web authoring. Furthermore, the Executive Support Specialist 1 provides backup to the HR and Business Operations Manager with payroll processing and maintains PCard user certification.
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 clerical/secretarial experience. No substitution will be made for the one year at the full performance level.
Professional Competencies
• Excellent communication skills.
• Ability to provide excellent customer service.
• Familiarity with the services provided by all BA departments and other UO departments in general.
• Ability to manage and prioritize competing demands.
• Attention to detail.
• Ability to edit web pages.
• Proficient with MS Office applications.
Preferred Qualifications
• Two years of experience as an executive assistant.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint), web authoring tools, and enterprise systems like Concur and Banner.
• Experience with troubleshooting and resolving technical issues.
• Experience in managing projects and coordinating multiple tasks.
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.
