Executive Assistant to the Provost

Executive Assistant to the Provost

Job no: 534712

Work type: Officer of Administration

Location: Eugene, OR

Categories: Administrative/Professional

Department: Office of the Provost
Appointment Type and Duration: Regular, Ongoing
Salary: Commensurate with experience
Compensation Band: OS-OA07-Fiscal Year 2024-2025
FTE: 1.0

Application Review Begins

November 12, 2024; position open until filled.

Special Instructions to Applicants

Along with your application, please include a current resume (include month and year for each position's start and end date) and cover letter, addressing how your experience has prepared you for this role.

Department Summary

The Office of the Provost (OtP) is responsible for carrying out the academic mission of the University of Oregon (UO). The office works collaboratively with faculty and staff to enhance academic excellence, student success, and the UO's overall academic profile. Led by the provost and senior vice president, the OtP is a dynamic, caring community of colleagues committed to the core values of integrity, trust, equity, collaboration, and excellence. The OtP supports and coordinates matters that pertain to faculty success, including hiring, retention, promotion, and tenure processes. We promote the highest standards in teaching, research and service, working closely with the schools and colleges and other critical academic units to promote institutional and personal flourishing. We are responsible for academic financial allocations and the alignment of resources with strategic academic priorities. In service to the public mission of the UO, the OtP cultivates reciprocal relationships of engagement and outreach with communities at the local, regional, and national levels and across the globe.

Position Summary

Reporting to the Chief of Staff, the Executive Assistant (EA) to the Provost directly assists the Provost and Senior Vice President, serving as the primary contact for all matters related to their schedule and activities. The Executive Assistant (EA) is responsible for maintaining a highly professional, welcoming atmosphere in the office, and proactively supporting the provost to ensure they have all necessary materials and information needed. While actively demonstrating a high level of commitment to OtP's values and mission they will effectively manage and schedule the Provost's time to ensure the maintenance of an extensive meeting and event schedule as well as the flexibility to pursue an active agenda of priorities while maintaining the ability to react quickly to emerging issues with thoughtfulness and diplomacy. The EA will facilitate the communication of information to the Provost's direct reports and leadership team and is involved in many sensitive and confidential matters. The EA uses a high level of interpersonal communication skills, relationship-building, independent judgment, and a comprehensive knowledge of University culture, programs, personnel, and constituency groups to effectively carry out the duties of the position. The EA must be willing to work some hours beyond the traditional work week, including evenings and weekends.

Minimum Requirements

Bachelor's in communications, business, or related field and three years of executive level support as an executive assistant to one or more executives in a large, multi-layered organization; or

An equivalent of five years of executive level support as an executive assistant to one or more executives in a large, multi-layered organization.

Professional Competencies

Ability to manage stressful, and often confidential situations and to use sound judgment and discretion, particularly as it relates to handling sensitive and/or confidential information.

Ability to manage projects, identify objectives, and prioritize.

Ability to act as the executive's point of contact, analyzing and processing requests in order to prioritize urgent and often sensitive matters, and taking decisive action to facilitate the optimal use of the executive's time.

Ability to interact effectively with senior leaders and their EAs, including anticipating needs, accommodating different work styles, and proactively reaching out for assistance. Must be capable of maintaining a mutually cooperative and respectful working relationship with peer EAs.

Ability to meet deadlines, quickly adapt to changing circumstances, prioritize multiple tasks and work independently, while handling frequent interruptions and rapidly shifting priorities.

Proficiency with Teams, SharePoint, Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar program).

Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.

Excellent communication skills; attention to detail.

Preferred Qualifications

Experience supporting a senior-level executive in a higher education setting.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background check.

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 /hr.uoregon.edu/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 *** or ***.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law 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 Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listed here.

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 /clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

To apply, visit /careers.uoregon.edu/en-us/job/534712/executive-assistant-to-the-provost

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