Executive Support Coordinator

Department: CAS Academic Support Unit 2
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $18.57 - $27.69 per hour (updated)
FTE: 1.0

Review of Applications Begins

March 27, 2024; position open until filled

Special Instructions to Applicants

For full considerations, complete applications should include:
1. A current resume that outlines your educational and work experience. These details are used to determine if applicants meet the qualifications of this position.
2. A cover letter that discusses your qualifications in relation to the position; and
3. Names and contact information for three professional references. Candidates will be notified prior to references being contacted.

Department Summary

The College of Arts and Sciences (CAS) is the hub of learning, research, and academic excellence at the University of Oregon. With nearly 50 departments and programs representing the natural sciences, social sciences, and humanities, the high quality of our programs is the main reason why the University of Oregon is one of only 66 top universities in the prestigious Association of American Universities. Our faculty and advisors work directly with students to help them think analytically, question critically, and communicate clearly about how to find solutions to real-world issues in the world we live in. Our staff and managers play critical and dynamic roles in supporting and advancing the academic mission of the University and of CAS.
CAS is organized into multiple Academic Service Units (ASUs), each housing staff and managers who provide administrative, strategic, and operations support to multiple academic departments in CAS. ASU2 includes the departments of Economics, General Social Science, Political Science and Sociology.

Position Summary

The Executive Support Coordinator (ESC) provides confidential, Executive Support to the ASU Associate Director, Department Heads, and Program Directors. The position aids in organizing their tasks; maintaining their calendars; recording and transcribing proceedings of meetings; coordinating faculty searches, travel arrangements, and campus visits; researching information and composing correspondence, reports, memos, donor thank you letters, and other documents as directed; maintaining a central filing system; compiling information at the request of administrative supervisors; scheduling Peer Reviews of Teaching; and overseeing the work of student employees providing clerical support. This position may assist others in the areas of student support, faculty support, and ASU operations.
This position serves in one of the eight Academic Support Units (ASUs) within the College of Arts and Sciences Division of Administrative Services (CASDAS). ASUs provide administrative services to academic departments and programs in the areas of undergraduate/graduate student support, faculty support, and operations.

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 the clerical/secretarial experience. No substitution will be made for the one year at the full performance level.

Professional Competencies

Excellent communication skills.
Excellent customer service skills.
Strong organizational skills, attention to detail, problem-solving skills, time management skills, and ability to exercise sound independent judgment.
Experience with and/or commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment.
Ability to provide confidential support to executive leadership team.
Ability to exercise discretion in sensitive situations.
Proficiency with MS Office 365, and the ability to learn specialized software.

Preferred Qualifications

Experience working in a college or university setting.
Experience planning and/or coordinating special events.
Experience in supporting executive-level administrators.
Experience managing Outlook/Google/iCal or similar calendaring tools for busy administrators/managers/executives.

FLSA Exempt: No

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

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 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.