Advising Office Manager - University of Oregon
Eugene, OR
About the Job
Department: Office of Advising and Student Experience, Lundquist College of Business
Appointment Type and Duration: Regular, Ongoing
Salary: $55,000 - $65,000 per year
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0
Application Review Begins
March 12, 2024; position open until filled
Special Instructions to Applicants
Please include the following documents with your online application:
1. A resume/CV.
2. A cover letter indicating how you meet the minimum and, if applicable, preferred qualifications for the position. Please describe how you have added value in previous roles and how you would add value in this role.
You will also be required to submit the names of at least three professional references, their e-mail addresses, and telephone numbers as part of the application process. Any application missing the above documents/information may be considered incomplete. In order to ensure consideration, please submit your application materials prior to or on the listed review date.
The Lundquist College of Business is most interested in finding the best candidate for the job and that candidate may be one who comes from a less traditional background. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications--use your application to let us know what excites you about the role and what transferable skills or other qualities you would bring.
Department Summary
Since 1914 the Charles H. Lundquist College of Business has taught its students the critical skills they need to think for themselves, to be leaders in a dynamic world, and to make better decisions on behalf of the people and resources they manage. We are a top business school with a unique mission and vision that draws strength from our links to the Pacific Rim and the distinctive qualities of Oregon culture: innovation, sustainability, active lifestyles, financial stewardship, and respect for individuality and diversity within an increasingly global community.
The Undergraduate Advising Office is a fast-paced, customer-focused office that serves over 4,600 pre-business, business, and accounting majors and minors. This person will be a member of a student services team that has a longstanding reputation for providing excellence in student services.
Position Summary
The Advising Office Manager reports to the Senior Director in the Office of Advising and Student Experience, provides executive confidential support to the unit’s senior director, associate director(s), and assistant director(s), and is responsible for office management of the Advising Center ensuring the unit is a welcoming, responsive and service-oriented environment. This position will help with the implementation of advising processes and procedures, including annual reviews of the unit’s practices.
This position also provides administrative support to the unit’s academic advisors, student employees, and all students, faculty, staff, and visitors who interact with the unit. They establish office policies and advising schedules and create procedures and workflow for 9 team members and approximately 10 student employees. This includes an annual independent review of the unit’s practices and implementing changes to maximize efficiency.
This Advising Office Manager will manage personnel functions for the unit’s professional staff (organizing vacant position searches, scheduling, and coordinating onboarding processes) and student employees (hiring/onboarding documentation, training, and supervision). This position manages and supervises students for the unit welcome desk.
This position also supports advisor scheduling and travel (including pre and post-travel Concur reporting). It also provides administrative support for unit programs, workshops, and large-scale events such as unit responsibilities around commencement.
This position requires an individual who can work in a dynamic team environment as well as independently. They must exhibit professionalism and collegiality in a team environment, and the ability to create a welcoming, inclusive, accessible, and professional atmosphere. This includes exhibiting cultural humility and agility, and the ability and commitment to work with individuals from diverse backgrounds.
Minimum Requirements
• Bachelor’s degree. Four years’ experience can be substituted for a degree.
• Three years of progressively responsible experience in office management, project coordination, scheduling, administration, or executive assistant.
Professional Competencies
• Understanding of issues facing diverse groups (e.g. low-socioeconomic, first-generation, underrepresented students of color, non-traditional, and under-prepared individuals).
• Strong written and oral communication skills.
• High-level organizational skills with the ability to prioritize and multi-task effectively in a fast-paced, high-traffic, detail-oriented, and time-sensitive environment.
• Diligently attends to details and pursues quality in accomplishing tasks with minimal supervision.
• Recognizes situations that warrant initiative and moves forward without hesitation, resolving issues, problems, or situations.
• Ability to anticipate next steps and execute independently.
• Proficiency with MS Office Suite (or similar). Ability to produce professional correspondence, documents, data reports, and presentations.
• Ability to work collegially and collaboratively with diverse internal and external constituencies.
• Knowledge of university policies and procedures.
Preferred Qualifications
• Experience with BANNER or similar databases.
• Experience working at an institution of higher education.
• Experience leading projects, programs, or departments, with evidence of accountability in achieving unit objectives.
FLSA Exempt: Yes
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.