Executive Assistant To The Vp

Department: SSEM Central
Appointment Type and Duration: Regular, Ongoing
Salary: $65,000 - $77,000 per year
Compensation Band: OS-OA07-Fiscal Year 2023-2024
FTE: 1.0

Application Review Begins

March 15th, 2024, position open until filled

Special Instructions to Applicants

As part of your application, please include the following:

1. Resume.

2. Cover letter.

3. Three professional references. References for finalists will be checked with your consent.

Department Summary

The mission of the Division of Student Services and Enrollment Management (SSEM) is to build a diverse, exceptional, and inclusive campus community. We are committed to providing access, affordability, and essential services that support all students to succeed as engaged, healthy, life-long learners at the University of Oregon and beyond. We aspire to serve our community with excellence, integrity, innovation, and compassion.
The Division of SSEM advances the University of Oregon's tradition of excellence by enrolling, retaining, and graduating high-achieving scholars from Oregon, across the country, and around the world. We work on behalf of prospective students, current students, and their families through each phase of the enrollment process: the college search, admission, registration, financial aid, matriculation, transition, and onward to graduation.
The Division of SSEM includes the Office of Admissions, Student Financial Aid and Scholarships, Orientation, University Registrar, Strategic Communications, Enrollment Research and Administration as well as University Counseling Services, University Testing Center, University Health Services, University Housing and Continuing and Professional Education.

Position Summary

The Executive Assistant (EA) provides confidential and executive-level administrative support to the Vice President for Student Services and Enrollment Management. Reporting to the Vice President, this position is responsible for a broad set of assignments and is expected to handle many sensitive and confidential issues. This position manages the daily operations of the Office of the Vice President for Student Services and Enrollment Management and assists the Vice President in the management, operations, and administration of the division. This position regularly requires the exercise of independent judgment. The Executive Assistant is responsible for effectively managing and scheduling the Vice President's extensive meeting schedules while maintaining the ability to react to quickly emerging issues. This position serves a critical coordination role of the Vice President's external-facing presentations and meeting schedule as it relates to the UO's strategic leadership, donor development, and student recruitment.
The Executive Assistant also serves as a communications link with constituents including the Oregon Department of Education, UO Alumni Association, government officials, donors, and friends of the University of Oregon, including state officials, university administration, faculty, staff, and students within UO. The EA serves as the primary contact for all matters related to the Vice President's schedule and activities in consultation with the Vice President's Chief of Staff, and as such, must possess excellent oral and written communication skills, be well grounded in the university mission and brand and exhibit well-developed skills in diplomacy, tact, and team building. The EA provides critical background information to the Vice President prior to meetings, ensuring the Vice President has the necessary context on the meeting goals and participants. The EA serves as the designated records steward for the Vice President and the central SSEM Office.

Minimum Requirements

Bachelor's degree OR equivalent combination of skills, experience, education, and training.
Three years' experience providing confidential executive support that includes experience managing a calendar for an executive-level position.

Professional Competencies

Excellent oral and written communication skills, especially related to drafting correspondence, taking meeting notes, and creating daily executive briefings.
Analytical and planning skills.
Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems
Actively support the enhancement of diverse learning and working environments.
Excellent organizational skills, attention to detail, and ability to exercise discretion and sound judgment.
Ability and commitment to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating and fostering a welcoming and inclusive environment.
Well-developed skills in diplomacy, tact, team building, and maintaining composure under pressure.
Proficiency with Microsoft Office applications, including Outlook for email and calendaring.
Flexibility to shift directions quickly when priorities change and deliver against tight deadlines.
Integrity in dealing with sensitive and confidential information.

Preferred Qualifications

Experience in higher education.
Knowledge of University of Oregon policies and procedures.
Experience with event planning, handling travel arrangements, and managing expense reporting.

FLSA Exempt: Yes

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