Executive Support Specialist

UO HR Website•Eugene, OR

1d•Onsite

About The Position

The Executive Support Specialist (ESS) provides high-level, confidential secretarial and administrative support to the Dean of the Clark Honors College and performs administrative function in direct support of executive leadership including the dean, associate deans, and other administrative staff. The ESS manages the schedule and calendar of the dean and acts on their behalf when scheduling and arranging appointments, meetings, travel, and conferences. The position requires independent judgment, discretion, and anticipatory support, and serves as a primary communication and coordination link between the Dean and internal and external stakeholders. This part-time position reports directly to the Assistant Director of Executive Operations. Given the anticipated growth of the College, there is potential for future re-evaluation of this position to increase the FTE up to 1.0/full-time.

Requirements

Three years of clerical/secretarial experience which included: one year at a full performance level performing typing, word processing, or other generating of documents; and lead work responsibility or coordination of office procedures.
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience. No substitution will be made for the one year at the full performance level.
Ability to anticipate needs and align administrative support with shifting priorities.
Strong skills in planning, executing, and delivering assignments on time.
Strong communication skills; ability to represent the Dean’s Office professionally.
Working knowledge of Microsoft Office Suite and other data platforms.
Ability to address complex issues with sound judgment and discretion.
Capacity to manage shifting priorities in a fast-paced environment.
Ability to maintain confidentiality when handling personnel records, managing calendars, and scheduling meetings.

Nice To Haves

Three years of administrative support experience for a high-level senior executive.
Associate degree or an equivalent combination of education, training, and progressively responsible administrative experience.
Experience providing high-level administrative support to a senior leader, including managing calendars, coordinating meetings, and balancing competing priorities with professionalism and discretion.
Knowledge of best practices for executive and administrative support, including confidentiality, judgment, and proactive problem-solving.
Professional experience in a higher education environment or similarly complex institutional setting.
Experience using enterprise information systems such as Banner, Elements, or comparable databases.
Experience coordinating travel arrangements and processing related documentation using electronic travel and expense systems (e.g., Concur or similar tools).
Knowledge of, or ability to quickly learn, the University of Oregon’s practices, policies, programs, and organizational structure.

Responsibilities

Provides high-level, confidential secretarial and administrative support to the Dean of the Clark Honors College.
Performs administrative functions in direct support of executive leadership including the dean, associate deans, and other administrative staff.
Manages the schedule and calendar of the dean.
Acts on the dean's behalf when scheduling and arranging appointments, meetings, travel, and conferences.
Serves as a primary communication and coordination link between the Dean and internal and external stakeholders.