Department: Division of Graduate Studies
Classification: Executive Support Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $20.15 - $30.45 per hour
FTE: 1.0

Review of Applications Begins

November 3, 2024; position open until filled

Special Instructions to Applicants

To ensure consideration, a complete application must include:

1. A current resume/CV.
2. A cover letter demonstrating how your skills and experience meet the minimum and preferred qualifications for the position.
3. Three (3) professional references with contact information. References will only be contacted once you are notified.

Motivated candidates will bring experience and innovative ideas regardless of meeting every preferred competency or qualification. Please apply if you meet some of the key qualifications and would enjoy working with the Division of Graduate Studies team to provide high-level administrative support to the Vice Provost of Graduate Studies.

Department Summary

The Division of Graduate Studies serves as the institutional home for all graduate students and is the administrative office with ultimate responsibility for policy and procedures relevant to graduate education and graduate students. The Division provides cross-disciplinary experiences, funding and professional development; advocates for graduate students; and partners with programs for student success. Its programs and services affect nearly 4,000 graduate students and 135 graduate degree programs. The Division's core purpose is to promote graduate education by fostering excellence, innovation, and inclusiveness across all graduate programs.

Position Summary

The Executive Assistant is a key administrative role within the Division of Graduate Studies. The position provides executive-level administrative support to the Vice Provost for Graduate Studies. The Executive Assistant must have the ability to work independently, anticipate problems, and maintain confidentiality in all matters.

This position has a broad set of responsibilities related to the duties of the executive leadership of the Division of Graduate Studies including serving as the primary contact for all matters related to the Vice Provost’s schedule and activities, drafting and editing correspondence, arranging travel, and working closely with Division staff and campus partners to support Division initiatives.

The Executive Assistant also plays an important role in Division office operations and events by overseeing office operations, liaising with HR, assisting with onboarding and offboarding Division employees, and supervising Division events. The incumbent will work with staff to provide support for the daily office operations of the Division. They will respond to inquiries from staff, faculty, and students and must demonstrate a high-level of customer service.

Minimum Requirements

• One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project management, evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Professional Competencies

• Ability to establish priorities, manage shifting priorities, and handle numerous time-sensitive projects with multiple deadlines.
• Ability to communicate effectively (in writing, in person, on the phone) with individuals from diverse backgrounds and cultures.
• Ability to work collaboratively in a team environment and also work independently.
• Proficiency with word processing, mail merge, and Excel.
• Excellent interpersonal and organizational skills and attention to detail.

Preferred Qualifications

• Bachelor’s degree from an accredited institution.
• Experience with BANNER or similar system.
• Experience with organizational, project management systems.

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.