13058: Administrative Assistant to the Vice Provost

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Administrative Assistant to the Vice Provost - Archive
UO Portland Office of Vice Provost

Posting: 13058
Location: Portland
Closes: 2013-05-07

Appointment Type:  Officer of Administration, 12-Month Renewable Contract

Annual FTE: 1.0 FTE

Salary Range:  $40,000-$50,000 (commensurate with experience), plus benefits package.

Closing Date:  Application review begins March 20, 2013.  Applications submitted by that date will be ensured consideration.  The position will remain open, and qualified candidates in the pool will remain active, until the position is filled.

Job Context:

The Office of Academic Affairs in Portland acts as central administration and manages the University’s interest in Portland, Oregon.  The office acts as a liaison between the University of Oregon’s main campus, other institutions and the public in Portland.  In addition, Academic Affairs (Portland) is responsible for management of all White Stag Block facilities, coordinating and/or collaborating with all UO academic and auxiliary departments in Portland, as well as their Eugene administrative and program representatives related to courses, events and programming at the White Stag Block.  The office coordinates and collaborates with schools, departments and programs not represented in Portland as well, including work on special events, symposia, exhibitions etc.  Additionally, Academic Affairs (Portland) acts as the liaison between the building owners to provide the best environment possible for our faculty, staff, students and guests.

Duties and Responsibilities

The Administrative Assistant provides clerical and organizational structure for the Portland Vice Provost, acting as comprehensive support for the Vice Provost’s vision and goals for Academic Affairs and UO Portland.  The person who assumes this position will help prioritize the Vice Provost’s time and commitments, collaborate with others in collegiate administration, manage internal processes and facilitate communication at multiple levels.  This position requires good decision-making skills, attention to the details of organization, communication and follow-through.  Flexibility, resourcefulness and initiative in anticipating strategic issues for the Vice Provost to address, will be necessary to fulfill the responsibilities of this position.  A cultural awareness of the disciplines, professions and external communities engaged with UO Portland is desirable.  This person will serve as a liaison between the Vice Provost and a wide range of individuals and organizations, both internal and external to the University.  The demonstrated ability to anticipate problems, exercise independent judgment and respond quickly and appropriately to issues and opportunities as they arise, and to advise the Vice Provost accordingly is critical.  This position will be expected to handle many sensitive and confidential issues and must maintain strict confidentiality in all matters. 

Qualification Requirements

The following are required qualifications for this position:

  • Bachelor of Science or Arts degree in a related field (e.g., academic administration, communication, business).
  • Three or more years of administrative support experience.
  • Demonstrated knowledge and ability to work and communicate effectively and independently in a highly collegial setting.  Strong interpersonal, team participation and verbal communications skills.
  • Strong writing skills such as writing/analyzing reports and reviewing/editing complex policy/planning documents and correspondence.  Professional verbal and presentation communication skills, including accuracy in spelling, grammar and punctuation, proofreading, design, and presentation.
  • Knowledge of and experience with software programs comparable to Microsoft Office Suite components (word processing, databases, Outlook, PowerPoint, etc.).
  • Commitment to, experience with, and ability to work effectively with people from a variety of diverse backgrounds in support of a welcoming and inclusive environment.
  • Outstanding organization and analytical abilities.  Demonstrated ability to meet deadlines, prioritization of multiple tasks, management of projects and the ability to work independently without supervision.

The following are preferred qualifications for this position:

  • Demonstrated ability to use sound judgment and initiative to lead and supervise staff in a higher education setting and to make effective use of appropriate technology.
  • Experience in event coordination, event planning, scheduling travel and managing expense reporting.
  • Broad knowledge of the University's various administrative units, policies, procedures, and regulations is desirable or similar experience at another academic institution.
  • Experience with higher education institutions and an understanding of and sensitivity to academic culture.

Application Materials

1.      A cover letter demonstrating how you meet the qualifications and addressing your interest in the position.

2.      A current résumé

3.      The names, addresses, phone numbers and e-mail addresses of three current references who can comment on your qualifications for this position.  References will be kept confidential and candidates will be notified before references are contacted.

4.      Responses to the supplemental questions listed in this announcement. 

Supplemental Questions

1.      Describe your experience providing strong and confidential support to a high-level administrator.  Indicate the size of the organization, the role of the executive, and the level of support provided. 

2.      A successful candidate for this position will have excellent organizational and time management skills, keen attention to detail, the ability to multitask and confidence in taking the initiative to support the Vice Provost and the University.  Describe experience from past positions that demonstrates your ability to be successful in these areas.

3.      Describe how you have managed complex projects related to administrative initiatives.

Application Procedure

Submit all application materials via e-mail to Amanda Smith, at asmith@uoregon.edu.  Please reference the posting number and the applicant’s first and last name in the subject of the e-mail.  Mailed or faxed applications will not be considered.  Application review will begin on March 20, 2013 and will continue until position is filled. 

Incomplete or improperly submitted applications may be excluded from consideration.  The finalist for this position must successfully complete a criminal background check.

The University of Oregon is an equal opportunity affirmative action institution committed to cultural diversity and compliance with the Americans with Disabilities Act.