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UNIVERSITY OF OREGON
HUMAN RESOURCES

Executive Assistant - Archive
University Counseling & Testing Center

Posting: 15306
Location: Eugene
Closes: 2015-09-22

Terms of Appointment
  • Officer of Administration
  • Title: Executive Administrative Assistant to the Director, University Counseling and Testing Center
  • Appointment type: Fixed-term 12-month
  • Salary: $45,000-50,000 plus attractive & comprehensive benefits package
  • Closing date: To ensure consideration, please submit complete application materials by 5:00 PM PST, 8/21/15. The position will remain open until filled.

Overview

The UCTC is a unit within the Division of Student Life. 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.  The Division is comprised of eight departments: Career Center, University Counseling and Testing Center, Office of the Dean of Students, ERB Memorial Union, University Health Center, Holden Center for Leadership and Community Engagement, University Housing, and the Department of Physical Education and Recreation.

The University of Oregon Counseling & Testing Center (UCTC) invites applications for a full-time Executive Assistant to the Director.  This position is a fixed-term appointment for one year with annual renewals as an Officer of Administration.  The recruitment is open to any applicant who meets the qualifications listed below.

Primary Job Functions:

The following categories outline job responsibilities.  Specific duties and percentage of time allocated to these duties vary from term to term. 

  • Executive Support – 50%.  Provides a broad range of administrative support to the UCTC director, associate director, and other members leadership team; maintains clinical and administrative data bases; prepares quality presentation materials; routinely confidential matters related to staff, payroll, and personnel appraisals and letters of discipline; reviews materials coming into the office, determines priority and coordinates information flow; tracks and/or composes correspondence for the director and leadership team; schedules meetings; maintains the director’s calendar, setting priorities for monitoring deadlines, ongoing commitments, and obtaining and organizing all materials for appointments and events; maintains or delegates responsibility for leadership team members’ calendars; oversees conference and travel itineraries and travel arrangement for the director and leadership team; takes and transcribes minutes; serves on committees as assigned.
  • Administrative – 35%.  Participates in or initiates suitable action during crises or emergencies using established UO or departmental procedures; develops and updates department manuals; explains the mission and scope of the department; represents director and leadership team on and off campus, to students and parents, on committees and boards; reviews, assists, as needed, in coordinating effective administrative operations within the UCTC;  expedites flow of time-sensitive documents; facilitates exchange of information and data necessary to the performance of duties of unclassified and classified staff; participates in, and/or provides leadership to various university or division committees and projects.

  • Supervision and Training – 10%.  Maintains confidential personnel files and coordinates personnel activity reports, including staff search and hiring and termination documents, time sheets and attendance records; assists in the training of new department staff and trainees; may supervise student employees or classified staff, as needed.

  • Staff Meetings and Staff Professional Development – 5%.  Identifies relevant personnel and departmental issues for discussion at staff meetings; attends UCTC staff meetings and staff development trainings; models active engagement and professional communication for staff; promotes activities that enhance staff professional skills; maintains an awareness of relevant professional issues; and participates in activities to enhance own professional development, including multicultural development. 

Minimum Qualifications:

  • A minimum of three years’ experience providing administrative support in an office setting. Demonstrated experience with and/or commitment to working effectively with individuals from diverse backgrounds, in support of an inclusive and welcoming environment
  • Experience providing direct support at the executive level. 
  • Ability to work cooperatively and strategically in a team environment with all levels of professionals.
  • Exceptionally strong organizational skills, attention to detail and ability to exercise sound independent judgment.
  • Ability to earn and maintain credibility, trust and support.
  • Must be able to handle confidential and sensitive information with discretion.
  • Must be able to demonstrate tact, sensitivity, flexibility, patience, courteousness and the ability to maintain a calm demeanor under pressure.
  • Experience with databases, knowledge of various computer software programs, word processing and business computer applications and multi-line phones.
  • Experience producing professional and accurate documents and presentation materials, including integrating narrative and numerical data and creating narrative

Preferred Qualifications:

  • Experience in higher education.
  • Experience in a mental health care setting.      

Salary:

  • $45,000 - $50,000

Subject to criminal background check, relevant professional licensing board check, as well as successful completion of pre-employment screening of Medicaid and Medicare Exclusion lists.

For full consideration, applicants must submit:

  • Cover letter, which expresses your interest in the position
  • Current résumé, which includes dates of employment
  • Complete Unclassified Employment Application, available at http://ups.uoregon.edu/sites/ups.uoregon.edu/files/ups/EmplAppShort%20rev.pdf
  • Name, email address and phone number of at least three professional references, one of which must be current (or most recent supervisor if not currently employed).  Candidate will be notified prior to references being contacted.
  • Answers to the following supplemental questions:

1.       The Division of Student Life is intentionally creating a multicultural organization that actively includes and engages everyone.  What does this mean to you, AND if you are selected as the Executive Administrative Assistant how will you help the Division of Student Life achieve this goal?

2.       Clearly describe how your knowledge, skills and abilities prepare you for the responsibilities and requirements of this position, as outlined in the job announcement.

To ensure consideration, please submit complete application materials by 5:00 PM PST, 08/21/2015.  The position will remain open until filled.  You may submit applications via email (preferred) with the subject line “Executive Administrative Assistant” to Rod Keck at rkeck@uoregon.edu or by U.S. Postal Service to:

                Rod Keck
                Admin Services Coordinator
                1590 East 13th Ave.
                Eugene, OR 97403
                (541) 346-3227


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.