Administrative Assistant: Office of the Provost

OSU Rec Sports - Sport. Leadership. Wellness.•Corvallis, OR

2d•$66,000 - $73,000•Onsite

About The Position

The Office of the Provost at Oregon State University is seeking a full-time, 12-month professional faculty Administrative Assistant. The position provides direct administrative support to the Chief Assistant to the Provost and the Senior Advisor to the Provost for Strategic Initiatives, as well as reception, office coordination, and administrative support to other members of the Office of the Provost as needed. The Administrative Assistant works as part of a team of administrative professionals and reports to the Chief Assistant to the Provost. The role involves substantial interaction with faculty, staff, students, stakeholders, community members, visitors, and senior leaders, and access to sensitive information. It requires strong communication, discretion, sound judgment, diplomacy, professionalism, technical proficiency, anticipatory skills, and independent decision-making. Duties include scheduling, travel arrangements, invoice processing, committee and event support, correspondence and document preparation, email and website administration, visitor coordination, office maintenance, mail handling, deliveries, and records management. The position is based in an executive office and must be performed onsite Monday through Friday, 8:00 a.m. to 5:00 p.m.; it is not remote or hybrid. Some lifting and on-campus travel are required, minimal driving for errands may be required, and occasional evening and weekend work for event support is expected. The anticipated start date is November 23, 2026. Salary is $66,000–$73,000, commensurate with skills, education, and experience.

Requirements

Bachelor’s degree, or two consecutive years serving in an administrative assistant role providing direct administrative support to a senior leader.
Ability to communicate successfully and inclusively, verbally and in writing, with diverse audiences.
Substantial experience interfacing professionally with people across a complex organization and with outside visitors.
Ability to recognize and evaluate situations, respond confidently and authoritatively to questions and complaints, and determine requests to provide clear information and direction.
Sound judgment and proactive problem-solving ability.
Ability to provide exceptional in-person, written, and telephone customer service to a wide range of customers, clients, stakeholders, and leaders.
Effective verbal and written communication skills.
Ability to plan and prioritize simultaneous projects, meet deadlines, and respond flexibly to urgent or unexpected requests.
Ability to work independently and collaboratively.
Ability to appropriately handle highly sensitive and extremely confidential information.
Ability to schedule meetings for individuals and groups.
High motivation and a positive, service-oriented attitude.
Ability to learn and incorporate emerging technologies into daily work.
Proven skill with the Microsoft Office suite.
Proven skill with web-based applications and standard office software, including email, calendars, word processing, spreadsheets, and databases.
Proven skill with organizational systems and efficiencies.
Must successfully complete a criminal history check and be determined position qualified.
Must successfully complete a motor vehicle history check, possess and maintain a current valid driver’s license in the state of residence, and be determined position qualified.

Nice To Haves

Work experience at Oregon State University.
Drupal experience.
Extensive professional-level experience interacting with the public in a similarly complex professional environment.

Responsibilities

Provide direct administrative support to the Chief Assistant to the Provost.
Provide direct administrative support to the Senior Advisor to the Provost for Strategic Initiatives.
Serve as a liaison for the Office of the Provost with faculty, staff, students, stakeholders, and community members through phone, email, and in-person interactions.
Schedule individuals, groups, and committees; assess priorities, anticipate needs, and adjust schedules as needed.
Arrange travel for individuals and groups, including itineraries, reservations, registrations, and related documents and logistics.
Process and submit invoices and communicate payment status with Financial Services colleagues, vendors, and employees.
Provide administrative and logistical support for executive search committees, other committees, and task forces.
Draft and edit correspondence and other documents; assist with presentations, research, and reports for special projects.
Manage the [email protected] email account and review and route incoming messages.
Review and approve or decline emails to the Inform lists.
Update and edit existing web pages when requested.
Assist with initiatives and special projects, including tracking and coordinating information, responses, and timelines.
Coordinate guest and visitor visits, including travel, campus and community logistics, and specific requests.
Assist with event and meeting planning and staffing, including communications, rooms, catering, materials, invitations, and other logistics.
Provide Commencement event support as needed throughout the year and work during the event each June.
Gather updated organizational charts from colleges and divisions twice annually and update charts for units that do not produce their own.
Liaise with telecommunications, community network, facilities, recycling, surplus property, and other offices as needed.
Provide reception and customer service for the West end of Kerr 6, with attention to diverse perspectives.
Cover the office or coordinate coverage with others, and communicate with team members about workload and responses.
Process and track requests and approvals for the Professional Faculty Professional Development Fund.
Maintain the office environment, including ordering supplies and equipment, making coffee, cleaning, watering plants or overseeing plant service, and running errands.
Sort incoming and outgoing mail.
Make on- and off-campus deliveries and run errands.
Organize and maintain electronic and hard-copy files.