Executive Asst/Front Office Coordinator - University of Oregon
Eugene, OR
About the Job
Department: University Career Center
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $18.57 - $27.69 per hour
FTE: 1.0
Review of Applications Begins
May 20, 2024; position open until filled
Special Instructions to Applicants
Please include a cover letter that describes how your skills and experience meet the minimum and preferred qualifications, if applicable, for the position.
Department Summary
The Division of Student Life supports the university’s academic mission through comprehensive programs and services that promote and advance student learning and success, while fostering an inclusive and vibrant campus community. Student Life houses four departments, the University Career Center, Office of the Dean of Students, Erb Memorial Union, and the Department of Physical Education & Recreation, as well as a number of key university programs, including the Holden Center for Leadership and Community Engagement, Parent and Family Programs, Major Student Events (Commencement, Homecoming, University Day), Student Government Engagement & Success, Student Conduct and Community Standards, and Support for Students in Crisis and Students of Concern.
The University Career Center serves as the gateway to career services at the University of Oregon, ensuring UO graduates are prepared for their first job and a lifetime of career success. In conjunction with advising and career services partners across campus, the University Career Center assists UO students in developing long-term career readiness, facilitating self-exploration and discovery, and connecting with potential employers. The Center also provides comprehensive job search services and resources to UO students and alumni.
Position Summary
Reporting to the senior associate director, the executive assistant/front office coordinator provides support to the University Career Center and its leadership through two main functions: 1) executive-level administrative support, and 2) oversight and direct support of front office/reception operations.
Executive-level administrative support to the Executive Director includes scheduling and calendar management, coordinating meeting logistics, and serving as a communication link. Responsibilities in front office/reception management include ensuring, through direct reception support and oversight of student receptionists, the efficient and student-centered operation of the main reception area of the University Career Center. This work includes coordination of front desk coverage and performance of reception duties during high-traffic periods, office management, and supervision of up to four student staff.
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
• Demonstrated experience with and/or commitment to working with students, parents, faculty, and staff from diverse backgrounds in support of an inclusive and multiculturally competent environment.
• Ability to manage multiple priorities in a fast-paced environment.
• Excellent interpersonal and communication skills and ability to produce professional correspondence.
• Strong customer-service orientation.
• Ability to navigate and utilize technology for effective program administration and service delivery, including experience with email and calendaring applications.
• Strong organizational skills, judgment, and attention to detail.
• Demonstrated ability to set and achieve goals.
Preferred Qualifications
• One year of professional experience handling high-level correspondence, administrative support or calendar of an executive.
• One year of previous customer service/receptionist experience, preferably in a high-volume setting.
FLSA Exempt: No
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.