Administrative Assistant to the Executive Director
About The Position
The Department of Educational Pathways is seeking an Administrative Assistant to the Executive Director. This is a full-time (1.00 FTE), 12-month professional faculty position. Reporting directly to the Executive Director, the position provides high-level, confidential executive administration and department-wide administrative leadership, exercising independent judgment, discretion, initiative, and delegated authority to manage executive priorities, coordinate administrative operations, and lead assigned projects and initiatives. The position serves as a trusted administrative advisor and primary liaison to the Executive Director, anticipating needs, identifying challenges, recommending solutions, and representing the Executive Director in designated matters. Responsibilities include managing complex executive functions; leading assigned student success, fundraising, and engagement initiatives; coordinating departmental human resources administration; supporting policy and procedure implementation; and overseeing assigned fiscal and administrative resources. As a member of the DEP leadership team, the position collaborates with the Director of Strategic Operations, program directors, and university partners. It also coordinates professional development, supervises student employees, and supports departmental communication, collaboration, and administrative effectiveness in support of DEP's mission and student success. The position is based in a typical office environment on the OSU Corvallis campus, with regular interaction with students, staff, and faculty. Evening and weekend flexibility is required as needed to support student programming, departmental events, and business operations.
Requirements
- Bachelor's degree in Business Administration, Public Administration, Communications, Education, or a field appropriate to the work.
- Four years of progressively responsible administrative experience providing high-level support to an executive, senior administrator, director, or comparable leader, or a combination of high-level administrative support and coordination of administrative functions within a large or complex organization.
- Experience independently coordinating or leading projects and initiatives, including developing implementation plans, managing competing priorities, coordinating stakeholders, resolving challenges, and ensuring timely completion of deliverables.
- Ability to exercise independent judgment, discretion, and initiative; evaluate administrative issues; recommend solutions; and make decisions within established policies and delegated authority.
- Experience interpreting, applying, and supporting implementation of organizational policies, procedures, and administrative processes.
- Experience with budget monitoring, financial tracking, purchasing, procurement, or related fiscal administration.
- Ability to communicate effectively verbally and in writing with leadership, colleagues, and internal and external stakeholders, while appropriately handling confidential and sensitive information.
- Ability to build collaborative working relationships, contribute to a respectful and inclusive work environment, and work effectively with individuals from a variety of backgrounds and experiences.
- Proficiency with Microsoft Office Suite and experience using administrative information systems and technology to manage workflows, communications, records, and administrative processes.
- Must successfully complete a criminal history check and be determined position qualified under University Standard 05-010 et seq.; incumbents must self-report convictions. Those in youth programs may have additional criminal history checks every 24 months.
Nice To Haves
- Experience in higher education, preferably in college access, student success, or a similarly complex educational environment.
- Experience coordinating human resources administration, including recruitment, hiring, onboarding, personnel actions, and employee-related processes.
- Experience supervising student employees or administrative staff, including hiring, training, assigning work, and providing performance feedback.
- Working knowledge of Oregon State University administrative policies, procedures, and systems, including Workday, Concur, Banner, or CORE.
- Experience developing visual communications, marketing materials, and promotional content using graphic design tools such as Canva or similar platforms.
Responsibilities
- Provide high-level, confidential support to the Executive Director, exercising independent judgment and delegated authority.
- Manage executive priorities, calendar, communications, meetings, and travel.
- Advise and represent the Executive Director in designated administrative matters.
- Lead assigned executive initiatives, including student success, fundraising, and departmental engagement.
- Coordinate departmental administrative operations and lead assigned projects and initiatives.
- Manage human resources administrative processes, including recruitment, onboarding, and personnel actions.
- Coordinate staff development, departmental communications, and events.
- Oversee shared administrative resources and supervise student employees.
- Coordinate purchasing, travel expenses, financial reconciliations, and compliance with university policies.
- Participate in departmental leadership, collaborative initiatives, and professional development.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
