Address
Form of work
SalaryInitial Posting Date:
03/19/2024 Application Deadline:
03/31/2024 Agency:
Higher Education Coordinating Commission Salary Range:
$3,218.00 - $4,755.00 Position Type:
Employee Position Title:
OSAC Executive Assistant - ESS1 Job Description:
ESS1 – OSAC Executive Assistant
FT/Perm
Office of Student Access & Completion (OSAC)
Salem, Oregon
REQ - 151592
Come for a job. | Stay for a career. | Make a difference…for a lifetime!
The Higher Education Coordinating Commission (HECC) has a new and exciting career opportunity as an Executive Assistant in the Office of Student Access & Completion (OSAC). This position is a Full-Time, Permanent, SEIU-represented position.
This position will be headquartered at HECC’s Salem Office. Currently, OSAC has a 2-day minimum in office for most positions, which is subject to change to meet position and operational needs. There may be additional in-office expectations during the training period; the details of the work schedule will be finalized with your supervisor. The successful candidate may be eligible for in-state hybrid work, which consists of performing duties onsite in a standard office environment and working remotely.
Why Join Us
The Higher Education Coordinating Commission (HECC) envisions a future in which all Oregonians benefit from the transformational power of high-quality postsecondary education and training. Come work with a team that values equity, affordable access to education, and lifelong learning within beautiful Salem, Oregon!
Agency Values - Transparency, Equity, Integrity, Trust, Collaboration, Accountability, Lifelong Learning
Check out our vision -
The Higher Education Coordinating Commission
Equitable Recruiting
The HECC strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of these positions, please feel free to contact us to discuss your application.
Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a non-traditional background.
What You Will Be Doing
Provide confidential, administrative support to the office Director and Deputy Director. Perform, coordinate, and oversee technical and administrative duties, including responding to program complaints, supporting workgroups, and the provision of varied and complex office duties. Maintain tracking system for contract logs and deliverables for contracts, grant agreements and legislative deadlines as requested by the office Director or Deputy Director. The position serves to assist in the administration of operational and mission objectives and strategies in managing and coordinating special projects and operational issues.
Duties Include
- Provide time management and administrative support to the office Director and Deputy Director. Schedule appointments, arrange and coordinate meetings. Anticipate needs and independently identify, gather, and organize material necessary for meetings. Receive and complete assignments from those meetings, some of which relate to sensitive, confidential and/or non-routine issues.
- Reviews all documents requiring signature by the Director for accuracy.
- Maintains appropriate records for agency related Administrative Rules and statutes. Facilitate communication and coordinate efforts, with multiple HECC managers, HECC Executive Director and Management Team to resolve issues, draft communication, oversee grant applications, provide administrative and technical support for agency initiatives. Be knowledgeable of federal and state regulatory issues specific to the program/office to minimize office and agency risk.
- Provide commission/board/workgroup support and lead portions as assigned.
- Independently research issues, review and summarize miscellaneous reports and documents; prepare background documents as necessary. Determine research methodology and information provided.
- Understand staff roles and direct queries from the office Director and Deputy Director to appropriate staff. Assist and coordinate with appropriate staff regarding report completions, including federal reporting, and meeting deadlines.
- Anticipate needs and independently coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations. Maintain supply and equipment records and order office supplies.
- Coordinate the office Director’s in-state and national travel arrangements and in the development of travel budget and itinerary. Work with state-approved contractors to schedule air and ground transportation. Knowledgeable of state and federal travel guidelines. Prepare pre- and post-travel reports.
- Maintain tracking system for contract logs and deliverables for contracts, grant agreements and legislative deadlines as requested by the office Director or Deputy Director
For a complete list of duties and working conditions, please contact the recruiter for the position description.
Working Conditions
- Daily team interactions.
- Open office environment.
- Extensive computer use.
- Simultaneous work on multiple tasks with frequent interruptions.
- Requires remaining stationary for extended periods.
- Requires physical activity normally associated with filing and sitting for extended periods, occasional bending, stooping, and walking to meetings within the building.
- This position requires statewide and occasional out-of-state travel; some weekend duty, occasional evening meetings; and work weeks that extend beyond 40 hours.
- This position is required to either possess and maintain a valid driver's license by the state of residence or provide an acceptable mode of alternative transportation, in order to travel to required training and meetings. Additionally, in state and occasional out of state travel may be required for mandatory training and meetings.
Desired Attributes/Skills
- Possess extensive effective communication, interpersonal skills, and conflict resolution.
- Possess strong organizational skills.
- Have a high degree of flexibility, confidentiality, and work demand tolerance.
- Adapt easily and ability to deal with shifting priorities and changing demands.
- Have a high degree of accuracy and attention to detail.
- Be proficient with Microsoft Office, Outlook, Word, Access, and Excel.
If you have these qualities, let us know! It’s how we will choose whom to move forward!
Minimum Qualifications (Required Skills)
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.
The skill code sheet for classes 0107, 0112, 0118, and 0805 may be used (the original Support Services Skill Code Sheet).
The Benefits
- Competitive medical, vision, and dental benefits package for the employee and qualified family members.
- Opportunity to participate in a deferred compensation savings program.
- A fabulous retirement program. Click hereto visit our full benefits website.
- Work-life balance/Hybrid work
- 11 paid holidays per year.
- 3 additional paid "Personal Business Days" per year.
- 8 hours of sick leave accumulated every month.
- Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.
- Work with a team that values equity, affordable access to education, and lifelong learning within beautiful Salem, Oregon!
How to Apply
- Current State of Oregon Employees: Please apply through the Career worklet within your
Employee Workday Profile
.*- Click the apply button and fill in the application fields.
- Complete the questionnaire.
- Upload your resume.
- Attach a cover letter. Limit to no more than two (2) pages and clearly demonstrate how your education and work experience meet the desired attributes of this position.
Be sure to check your applicant inbox periodically for updates and information requests. Failure to respond to these requests may delay the review of your application materials.
Help Your Application Rise to the Top!
Your candidate profile, cover letter, and resume are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Candidates whose training and/or experience most closely match the requirements and needs of the position and who attach all necessary documents will be eligible for an interview. Submissions will be screened for consistency of information and communication skills at the professional level (attention to detail, spelling, grammar, etc.)
Need help?
Contact Jenny Chadwick, HR Analyst, at jenny.chadwick@hecc.oregon.gov or call (971) 372-1275 with questions about the recruitment and selection process (e.g., supplemental questions, clarification of job announcement information, etc.) If you need an alternate format in order to complete the application process, please contact Jenny and be prepared to describe the alternate format needed.
The Fine Print
- Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.
- Veterans: If you are a veteran, you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form. Click herefor more information about veterans’ preference.
- Future Vacancies: We may use the candidates from this posting to fill future vacancies.
- Position Description: A complete position description is available by contacting the recruiter.
- Visa Sponsorship: We do not offer Visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.
The HECC is an Equal Opportunity Affirmative Action (EEO/AA) Employer Committed to Workforce Diversity Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA). HECC does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices.
