Administrative Assistant to the Executive Director & Operations Administrator

Oregon State University-posted 17 days ago

$60,000 - $75,000/Yr

Full-time • Mid Level

Hybrid • Corvallis, OR

1,001-5,000 employees

Educational Services

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The Educational Opportunities Program is seeking an Administrative Assistant to the Executive Director and Operations Administrator. This is a full-time (1.00 FTE), 12-month, professional faculty position. The Administrative Assistant to the Executive Director & Operations Administrator reports directly to the Executive Director of Educational Opportunities Program (EOP), who oversees a broad portfolio of units, including Precollege Programs, Student Success and Belonging (SSB), TRIO Student Support Services (SSS), TRIO Upward Bound, the College Assistance Migrant Program (CAMP), the High School Equivalency Program (HEP), Finish in Four, Reaching Our Opportunities Through STEM (ROOTS), and STEM Leaders initiatives. This position provides confidential administrative support and project management to the Executive Director and portfolio units. Additional responsibilities include operational support, management of the Executive Director's schedule and travel, procurement, human resources coordination, office processes, meeting and event planning, facilities management, developing communications, reports, meeting minutes, collecting data related to various issues, and supervision of student front office assistants. The position also plays a key role in assisting EOP leadership with program assessment efforts and supporting the development of materials, messaging, and data-informed narratives that help "tell the EOP story" and elevate awareness of the program's mission, impact, and student success outcomes. This position serves as the Executive Director's liaison with the EOP team, students, key campus partners, and community members. This position ensures departmental goals are met and policies and procedures are developed and effectively implemented. As a member of the EOP leadership team, the Administrative Assistant to the Executive Director & Operations Administrator advances EOP's mission of expanding access to higher education. The role requires sound judgment, initiative, anticipatory skills, high attention to detail, strong organization and communication abilities, conflict resolution abilities, and the capacity to act decisively in a fast-paced, student-centered environment.

Manage and coordinate the complex calendar, travel, meetings, and event planning for the Executive Director, ensuring timely preparation and briefing materials.
Draft, edit, and distribute correspondence, agendas, meeting notes, and reports representing the policies and intent of the Executive Director.
Prepare and maintain confidential or sensitive correspondence, records and information, exercise discretion and sound judgment.
Communicate directives and information from the Executive Director to EOP staff, campus partners, and external stakeholders.
Independently research, locate, assemble, edit, analyze and summarize material, information and data to prepare reports and background materials for decision-making.
Assist the Executive Director with tracking performance evaluation schedules and coordinating evaluation meetings for direct reports, while working with supervisors across EOP to ensure all performance evaluations are completed on time.
Execute fiscal and budget responsibilities, including preparing, reconciling, and creating reports to inform the Executive Director's budget decisions.
Act as subject matter expert on OSU's Concur system, processing the Executive Director's expenditures, invoices, reimbursements, and travel-related tasks; provide occasional guidance and limited assistance to EOP staff while ensuring individuals remain responsible for their own entries.
Maintain the Executive Director's purchasing card, including documentation and processing.
Contribute to a positive and collaborative team culture by fostering open communication across EOP units and supporting the Executive Director in addressing sensitive student, personnel, or operational challenges.
Serve as a liaison between the Executive Director and internal/external constituents, ensuring clear, timely, and tactful communication that reflects positively on EOP.
Provide administrative management of central office operations, including ensuring a welcoming environment and high-quality service to students, staff, families, and visitors.
Oversee departmental communication channels (phones, shared inboxes, distribution lists).
Manage mail distribution and office opening/closing procedures.
Coordinate IT support and submit facilities management requests as needed, ensuring EOP spaces are cleaned appropriately.
Assist with Waldo Hall building access, room reservations, and space coordination.
Develop, implement, and maintain office systems, policies, and processes for effective workflow and compliance with university standards.
Collaborate with EOP leadership to identify unmet needs and develop strategies for providing effective administrative and operational support.
Collaborate with EOP leadership to support departmental programming, initiatives, and student-focused events, ensuring they are well-organized and of high quality.
Assist with departmental assessment efforts by tracking data, compiling reports, and preparing documentation and supporting the development of materials, messaging, and data-informed narratives that help "tell the EOP story" and elevate awareness of the program's mission, impact, and student success outcomes.
Develop, generate, and manage departmental communications, including emails, website updates, newsletters, program highlights, and information monitors.
Assist with coordinating First Generation College Student Day in collaboration with campus partners and college leadership.
Support staff recruitment processes by serving as search coordinator and assisting with onboarding and offboarding.
Develop, coordinate, and communicate the EOP Emergency Operations Plan for each unit.
Assist the Executive Director with handling sensitive issues, identifying unit needs, problem-solving, and conflict resolution to help facilitate collaboration.
Develop, coordinate and execute team-related activities and gatherings that contribute to a supported and engaged departmental culture.
Hire, supervise, train, mentor, and evaluate EOP student office assistants.
Manage short- and long-term projects as requested by the Executive Director and EOP leadership, including researching topics, gathering and synthesizing information, and engaging with campus and community partners.
Assist with budget planning by analyzing data, identifying trends, and making projections.
Monitor accounts, reconcile transactions, and prepare budget summaries and reports for the Executive Director.
Provide supplemental support for unit-level budget processes related to scholarships, programming, and grants.
Track deadlines for scholarship cycles and grant compliance reporting.
Provide administrative support for EOP unit grant activities, including pre- and post-award processes, in collaboration with unit leads, the Director of Grant Development, Integration & Reporting, and OSU research offices.
Ensure procurement processes are completed accurately, timely, and in alignment with university and state policies.
Support the Executive Director in the annual merit increase process by assisting with the communication of notices to staff.
Accept additional responsibilities and assignments at the direction of the Executive Director.
Contribute to a positive and productive work environment and maintain respectful professional relationships.
Attend and actively engage in staff meetings, training, and professional development opportunities, as budget allows.
Collaborate regularly with co-workers, campus partners, and community members to achieve shared departmental and university goals.
Serve on campus committees and work groups as appropriate.

Bachelor's degree in Business Administration, Public Administration, Communications, Education, or other field appropriate to the work.
Three years of experience providing administrative or project management support to an administrator or department.
Experience supervising professional staff or student workers.
Strong organizational and time management skills.
Strong adaptability and problem-solving skills with high attention to detail.
Proficiency with Microsoft Office Suite, Zoom, and other technology tools or video-conferencing platforms.
Anticipate needs, take initiative, and work independently while managing multiple priorities.
Communicate effectively (strong written and verbal skills) with varied audiences and maintain confidentiality.
Collaborate productively as a member of a diverse team and contribute to a respectful and productive work environment.
Coordinate, track, and complete projects and services from set up to completion with accuracy and timeliness.

Experience in higher education.
Knowledge of Oregon State University policies, procedures, and systems (e.g., Banner, CORE, Concur).
Experience with budget monitoring, procurement, and grant administration.
Demonstrated commitment to advancing inclusive excellence.
Experience with program assessment.

Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
Free confidential mental health and emotional support services, and counseling resources.
Retirement savings paid by the university.
A generous paid leave package, including holidays, vacation and sick leave.
Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

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