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UNIVERSITY OF OREGON
HUMAN RESOURCES

Administrative Program Assistant - Archive

Posting:05106
Classification:  C0107
Department:Architecture and Allied Arts
Opens:2014-08-25
Closes:2014-09-08
Salary:$14.10 - $20.94 Per Hour
Location:Eugene

o The University of Oregon School Architecture and Allied Arts (A&AA) invites applications for a full-time Program Assistant and Event Coordinator (Administrative Program Assistant). This position requires occasional attendance at evening and weekend events and occasional travel within state and out of state.
o This is a classified position represented by SEIU local 503, Oregon Public Employees Union.
o University of Oregon positions that are at least half-time are eligible for excellent benefits, including health and dental, employer-paid retirement, and tuition benefits for employee or an eligible dependent, sick and vacation leave.
o This recruitment is open to any applicant who meets the qualifications listed below.

TO QUALIFY YOU MUST HAVE:

... three years of office experience which included two years at full performance level and experience generating documents; and
... lead work responsibility or coordination of office procedures.

Other Required Qualifications:

* Strong customer service skills.
* Excellent organizational skills and attention to detail.
* Advanced experience with Microsoft Office software suite, including the ability to format, filter, and use basic formulas within Excel.
* Discretion and ability to interact with high-level donors and diverse constituencies, and the ability to maintain a high level of professionalism, sensitivity, and confidentiality.
* Strong written and verbal communications skills and ability to communicate effectively with individuals from diverse backgrounds and cultures.
* Independent judgment and ability to make on-the-spot decisions.
* Awareness of stressful situations and ability to perform under pressure, maintaining a professional and helpful demeanor at all times.
* Professional courtesy and ability to work effectively within a team environment.
* Ability to set priorities, take initiative, be proactive and follow-up, manage diverse responsibilities and multiple tasks.
* Experience in event planning and execution.
* Self-motivated, punctual, and reliable.
* Experience with office copiers, printing, and AV equipment.
* Valid driver's license and good driving record.

Please indicate your skills on the attached skill code sheet.

Position is subject to criminal background check.

DUTIES & RESPONSIBILITIES:

This position performs a wide range of confidential administrative projects and assignments in support of A&AA Development and the A&AA Dean's Office. Duties include:
... maintaining calendar for Sr. Director Development; arranging development travel for Sr. Director, Dean, and Director of Development, including preparing itineraries and reimbursements; assisting in monitoring the budget; processing gifts and gifts-in-kind, and acting as a liaison with the UO Foundation to ensure compliance and timely recording and receipt of charitable gifts; tracking bills and expenses, processing payments and reimbursements.
... using Advance database to file confidential contact reports, update donor and alumni records, pull reports and create detailed custom reports using Excel; developing briefing documents, donor profiles and materials to prepare the Sr. Director, Director, Dean, and others in advance of and preparation for donor and alumni appointments; assisting with campus visits, including communicating with guests, arranging parking and accommodations, preparing itinerary, and other related tasks; preparing, proofing, and distributing correspondence or other materials; making copies or preparing other print materials; ordering or preparing mailing lists; maintaining files and records; ... acting as liaison and point of contact for A&AA Development and the A&AA Dean's Office; completing special projects; researching, collecting data, compiling information and assisting with or preparing reports; developing procedures, systems, and forms necessary for work completion, efficient workflow and service delivery; promoting a healthy, fair, and inclusive work environment by exercising teamwork and collaboration.
... coordinating development events, such as donor and alumni events, annual all-school functions (such as commencement), and faculty and staff meetings and mixers; initiating and executing detailed event planning from beginning to end, including arranging and coordinating event dates, speakers and presenters, facilities, advertising, event mailings, materials, catering, budget planning, registration, contracts, event staffing, billing, and post-event debrief; maintaining annual A&AA Development and A&AA calendar of events; distributing information to A&AA departments and support staff.
... representing the dean's office in communication with students, faculty, staff, UO community, and general public via multi-line phone, in person, or by email; directing inquiries to appropriate office or staff; answering questions and providing general information; providing general office support as necessary.

WORKING CONDITIONS:

This position works in an open office directly off the main floor lobby and adjacent to the school mail room, and is subject to noise and frequent interruptions. Position requires ability to lift 30-pound sacks or boxes.

SUPPLEMENTAL QUESTIONS:

To assist us in making the selection for this position, please respond to the following questions on a separate sheet(s) of paper. Please limit your responses to no more than one page per question. Number your responses to correspond to the questions and describe experience and training related to each question. Make sure that any experience or training described in your responses is included on your application.

1. Give examples of providing administrative support to multiple people, including prioritizing requests, preparing and planning for meetings, tracking administrative detail, maintaining confidential records, and general office support functions. Explain how you manage, organize, and prioritize your workflow generally, and how you integrate new and unexpected projects.

2. Describe experience that demonstrates your ability to plan and execute events, including scheduling, logistics, budget planning, registration, and related functions. Indicate your role in the event coordination, such as leader or team member.

3. This position uses various databases and the Internet to gather information for use in development work. Give examples of experiences that demonstrate your ability to research, gather information, and prepare reports.

4. This position represents the School of Architecture and Allied Arts and the University of Oregon in communication with potential and current donors, faculty, staff, alumni, and members of the general public. Describe experience that demonstrates your ability to communicate effectively with individuals from diverse backgrounds and cultures.

SKILL CODE SHEET:

You must also fill out a skill code sheet for this position. You can pick one up at Human Resources or print one out at http://jobs.uoregon.edu/skillcode.html

APPLICATIONS:

Submit all application materials, including Human Resources Job Application form, supplemental questions and other relevant materials by the closing date to:

Human Resources
677 East 12th Ave., Suite 400
5210 University of Oregon
Eugene, OR 97403-5210

Human Resources Job Application must be filled out completely or it will not be accepted. Make sure to keep a copy of your application packet for job interviews.

EO/AA/ADA institution committed to cultural diversity. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status.