Job Summary

The Cascades Executive Office is seeking two Administrative Assistants. These are full-time 1.00 FTE, 12-month, professional faculty positions.

The Administrative Assistant is responsible for providing administrative support to the OSU-Cascades campus, including calendar management, internal and external communications, and other project management work in support of OSU-Cascades. This position contributes to the success of the organization by demonstrating sound judgment, anticipatory skills, confidentiality, excellent organizational and communication skills, and the ability to succeed in a highly challenging and fast-paced environment.

The Administrative Assistant serves the Leadership Team, faculty, staff, students, and community members, manages schedules, develops correspondence, reports, minutes, researches and collects data related to various issues, and manages projects.

OSU-Cascades, located in Bend, Oregon, is a branch campus of Oregon State University. The campus currently enrolls more than 1,300 students in bachelor’s and graduate degree programs. The branch campus has ambitious enrollment goals to reach 3,000 students and is engaged in building a culturally diverse and community-centric educational and research environment.

Why OSU?

Working for Oregon State University is so much more than a job!

Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

FACTS:

Top 1.4% university in the world
More research funding than all public universities in Oregon combined
1 of 3 land, sea, space and sun grant universities in the U.S.
2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
7 cultural resource centers that offer education, celebration and belonging for everyone
100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
35k+ students including more than 2.3k international students and 10k students of color
217k+ alumni worldwide
For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
Free confidential mental health and emotional support services, and counseling resources.
Retirement savings paid by the university.
A generous paid leave package, including holidays, vacation and sick leave.
Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

65% – Executive Level Administrative Support

Work continuously with discretion, diplomacy, and tact to foster collaborative relationships, build on a culture guided by inclusivity, excellent service, and respect to advance common goals.
Represent OSU-Cascades through interaction with a variety of internal and external stakeholders by phone, in person, electronically, through mail, etc.
Provide confidential calendar, scheduling, and administrative support.
Assist with the planning and coordination of meetings, including arranging dates, facilities, and on-site equipment, meeting materials, and catering.
Assist with, or work independently on, assigned special projects; track and coordinate information in response to internal and external requests; perform web-based research for various projects; other assignments to assist in managing projects and activities.
Track and coordinate information in response to internal and external requests.
Draft and update items such as Word documents, Excel spreadsheets, and PowerPoint presentations.
Proofread and edit documents.
Maintain ongoing communication with other office staff to ensure effective response to office workload.
Book travel accommodations for employees and campus guests.
Complete purchases and accounting transactions. Maintain proper documentation and submit requests through university systems.
Record meeting discussions, and produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
Provide historical reference by developing and utilizing filing and retrieval systems.
Maintain customer confidence and protect operations by keeping information confidential.

30% – Communications

Research and assemble information from a variety of sources for the preparation of records and reports.
Craft internal and external communications, including researching and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Communicate directives and information to others in the organization and externally. Manage and maintain content for various campus web pages.
Manage office e-mails, telephones, and social media.
Greet guests and address issues as they arise.

5% – Other Duties as Assigned

What you will need

Bachelor’s degree in any field.
2 years’ experience providing administrative support
Detail oriented
Excellent organizational skills
Excellent written and verbal communication skills
Prior experience in a highly challenging and fast-paced environment
Ability to work independently
Excellent computer skills in Microsoft Office applications
A demonstrable commitment to promoting and enhancing diversity

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

What we would like you to have

Experience in a higher education environment
Experience coordinating meetings and keeping minutes/records
Experience multi-tasking in a team environment
Experience supporting fundraising and/or donor relations
Experience planning events

Working Conditions

Typical office environment. Some nights and weekends may be assigned.

To apply for this job please visit jobs.oregonstate.edu.