Executive Assistant to the Dean - University of Oregon
Eugene, OR
About the Job
Department: College of Education
Appointment Type and Duration: Regular, Ongoing
Salary: Commensurate with experience
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0
Application Review Begins
May 8, 2024; position open until filled
Special Instructions to Applicants
In order to be considered, complete applications must be submitted by the review date and include the following along with the online application:
- A cover letter highlighting how your knowledge, skills, and experience qualify you for each of the requirements, competencies, and if applicable, preferred qualifications outlined in the job posting.
- A resume of your professional work experience, education, and any relevant certifications.
Department Summary
The College of Education (COE) at the University of Oregon (UO) is a community of leading researchers and practitioners dedicated to transformational scholarship, integrated teaching, and collaborative practice designed to enhance individual lives and systems within a culture that values diversity and promotes respect and inclusion. The COE is home to 3 academic departments, 14 academic degree programs, 14 research and outreach units, the HEDCO Clinic, and the HEDCO Institute for Evidence-Based Educational Practice. Our goal at the COE is to set our graduates on career-long paths to purposeful, reflective, creative, and meaningful careers; addressing inequity and racial injustice is a thread that runs through our majors and programs while focusing on critical and effective pedagogies.
This position is located in the College of Education’s Faculty and Staff Services Office / Office of the Dean. The office is the central administrative unit for the college. Functions of the College’s central administrative unit have an effect on the entire college as well as external alumni, donors and community partners.
For more information about the College of Education (COE) please visit: https://education.uoregon.edu/
Position Summary
The Executive Assistant to the Dean (EA) is responsible for providing high-level administrative, analytical, data and project management support for the Dean of the College of Education. The position requires the ability to anticipate problems, work independently with a high level of accuracy, and exercise good judgment with regard to highly sensitive/confidential issues. It is essential that the Executive Assistant possess excellent administrative and interpersonal skills as well as the political acumen to work with a diverse and inclusive campus community of faculty, staff, students, administrators, donors, education and community agencies, and university offices. The Executive Assistant will relate to concerned individuals with diplomacy to prevent loss of confidence by the public, potential student attrition, and to ensure productive working relationships within the College and across the University. The Executive Assistant will actively support the College’s commitment to placing student access, success, and experience at the center of the instructional, research, and outreach missions.
This position coordinates the information and communication flow to and from the Dean and effectively manages the Dean's extensive meeting and travel schedule. The EA maintains the Dean's calendar, coordinates appointments, assists with and manages projects, and collaborates with others to plan events/functions. The EA prepares agendas and collects materials for meetings, speeches, and conferences, takes notes and keeps records of proceedings as required. This position also manages the administrative processes for faculty review for promotion and tenure in collaboration with the Associate Dean for Faculty Development.
The Executive Assistant must be willing to work occasional hours outside the traditional workweek.
This position reports to the College of Education Dean.
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.
• Three years of office and project management experience of increasing responsibility, to include serving as team lead on projects.
Professional Competencies
• Ability to prioritize tasks, work independently, manage projects and initiatives, and solve problems.
• Ability to organize time-sensitive and complex work.
• Ability to produce professional correspondence and attractive presentations, following outlined branding standards.
• Exceptional oral and written communication skills, including the ability to write and speak on behalf of the COE Dean.
• Ability to interact professionally with all levels of the University of Oregon community and its constituencies.
• Ability to work effectively with students, faculty, and staff from a variety of diverse backgrounds in support of creating a welcoming and inclusive environment.
• Proficient computer skills for word processing, spreadsheet, database, and desktop publishing.
• Integrity in dealing with confidential information.
• Flexibility to shift directions quickly when priorities change and deliver against tight deadlines.
• Understanding of faculty roles and ranks, including promotion and tenure.
Preferred Qualifications
• Experience in handling correspondence and travel for an executive or Dean in a higher education setting.
• Experience supporting faculty promotion and tenure processes.
• Experience with public relations and fundraising in a large complex organization.
• At least one year of project management/support experience within a large, complex organization.
• Experience supporting faculty personnel matters.
• Experience with web design applications, Advance, and Concur.
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.