Administrative Assistant to Executive Director
Oregon State University-Cascades, Corvallis, OR, United States
Administrative Assistant To Executive Director
The Counseling Center is seeking an Administrative Assistant to Executive Director. This is a full-time (1.00FTE), 12-month, professional faculty position. Counseling and Psychological Services (CAPS) provides a variety of services to help students address the challenges and difficulties they face. We are dedicated to helping students by providing brief counseling services, or, if more intensive or specialized care is needed, making referrals to health care providers in the community. The Administrative Assistant to the Executive Director of CAPS at OSU is a member of the CAPS leadership team and reports to the Executive Director. The position provides primary, confidential, administrative and executive assistance to the Executive Director of CAPS at OSU. This position represents and speaks on behalf of the Executive Director of CAPS to various university and community constituencies. As a direct associate to the Executive Director, this position must be highly sensitive and alert to the issues which are critical to the functions of this office and which affect the academic and personal lives of students (e.g. student mental health and well-being, family crises, academic issues, university grievances). This position assists the Executive Director with problem solving at every level, helping to navigate complex staff dynamics and the impact on student services. This person works closely with the Executive Assistants of those in Student Affairs leadership to establish collegial relationships and strong collaboration with campus partners. The majority of the work in this position is done independently, and common tasks include serving on the leadership team, program coordination, writing reports, assisting with supervision of support staff, following up on highly confidential personnel matters, and problem solving with student or staff emergencies. This position supervises the SAIT technician who coordinates department computer functions and serves as the liaison with SAIT services. This position creates and sustains a good relationship with the Business Center, and is responsible for fiscal operations, accounting, and personnel operations including initiating a search, hiring and maintain confidential personnel records. This position supervises the Support Staff Coordinator and helps facilitate day-to-day office operations of CAPS. Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. Key Responsibilities - 30% EXECUTIVE SUPPORT: Make independent decisions about, coordinate, supervise and execute support services for the Executive Director of CAPS including, but not limited to: maintaining the complex and demanding calendar of the Executive Director; receiving and screening sensitive calls and guests; composing original correspondence; planning and scheduling to enhance the Executive Director's ability to optimize effective participation in meetings and events; reading, screening, and prioritizing requests, responses and reports. Responsible for managing projects as directed by Executive Director, Senior Director of Clinical Services, others on the leadership team, or self-initiated. Examples might include but are not limited to position description revisions, remote work agreement coordination, professional development data, etc. 40%ADMINISTRATIVE OPERATIONS: Responsible for daily budget and fiscal matters relating to CAPS including but not limited to processing invoices and procurement card expense statements, preparing personal service contracts, drafting memoranda of understanding, and assisting Executive Director in preparing for budget meetings. Direct liaison with the Community Network, AABC, and Human Resources, Student Health Services, DAS, Office of Student Life, and all other campus partners regarding matters related to CAPS. Serve as administrative support and HR liaison for searches and recruitment process, including completion and submission of paperwork, purchase of advertising, coordination of preliminary and final interviews, arrangement of travel, catering and interview itineraries, scheduling reference calls, compiling evaluation feedback and organizing orientation for new staff. Facilitate, follow-up and communicate personnel management issues including, but not limited to: research and communications related to sensitive and confidential personnel actions or potential grievances; searches and recruitments; immigration forms and costs for international hires. Maintain confidential and up-to-date personnel records of CAPS employees, including international professional faculty. Serve as informed resource for direct reports to the Executive Director, as well as other campus colleagues, department heads, staff, students, parents and community members. Administrate work-groups convened by the Executive Director. Assist with research and data analysis that facilitate informed discussions and decisions. Assist Executive Director in coordinating CAPS' initiatives by providing creative thinking, energy, collaboration, leadership and support with issues and specific projects that will move issues forward. Assist with presentation preparation; collaborate with Executive Director in creating correspondence or materials to enhance communications for presentations and reports (Power Point, Excel, etc.). Participate on the CAPS Leadership Team, with responsibility for creating the agenda and summarizing/distributing minutes. 15%OFFICE MANAGEMENT AND SUPERVISION Provide leadership and supervision for assigned support staff: hire and train; plan, assign and review work; establish performance of goals and assess performance through completion of written evaluations; discipline, or effectively recommends discipline, up to and including dismissal. Help facilitate day-to-day office operations of CAPS. 10%MANAGE TECHNICAL AND COMPUTER SERVICE NEEDS The position assists with creation/deletion of accounts, purchases technical equipment and software, and supervises CAPS' dedicated IT technician to resolve technology issues. Helps maintain inventory of laptops and peripheral equipment for 35 staff. This responsibility requires familiarity with technology, but doesn't require expertise, as SAIT will be our content experts for information services. However, the position requires excellent communication skills and an ability to coordinate efforts between the two departments. 5% OTHER DUTIES AS ASSIGNED Work in a coordinated fashion with the Division of Student Affairs, support staff of direct reports and other campus colleagues and community members. Represent CAPS at various campus professional groups and organizations. What You Will Need - Bachelor's degree in Business, Finance, Communications, Sociology, Psychology, or other related discipline, and at least two (2) years' experience providing executive-level administrative support to an administrator OR an equivalent combination of education, training, and professional experience providing executive-level administrative support. Demonstrated ability to maintain confidentiality. Demonstrated evidence of sound written, oral and interpersonal communications. Strong organizational skills. Experience working with and supervising diverse staff in a busy office setting, with the ability to be calm and solution focused in stressful situations. Ability to work both independently and as a member of a team to facilitate smooth service and office operations. Ability to make thoughtful decisions, prioritize multiple tasks, and interpret policies and procedures to constituents reasonably, thoughtfully, and in a manner that facilitates a high caliber service to the OSU community. Commitment to promoting an inclusive work environment. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have - Professional administrative experience including supervision, office management, budget projections and management, program coordination, HR processes, and event planning. Ability to take initiative and lead within the organization. Experience in using and implementing, and developing computer applications and software for office or department functions including database management, management of multiple workstations, word processing software; Excel and Access; specialized software applicable to CAPS functions; Qualtrics. Working Conditions / Work Schedule Pay Method - Salary Pay Period - 1st through the last day of the month Pay Date - Last working day of the month Recommended Full-Time Salary Range - $66,500 - $73,500
The Counseling Center is seeking an Administrative Assistant to Executive Director. This is a full-time (1.00FTE), 12-month, professional faculty position. Counseling and Psychological Services (CAPS) provides a variety of services to help students address the challenges and difficulties they face. We are dedicated to helping students by providing brief counseling services, or, if more intensive or specialized care is needed, making referrals to health care providers in the community. The Administrative Assistant to the Executive Director of CAPS at OSU is a member of the CAPS leadership team and reports to the Executive Director. The position provides primary, confidential, administrative and executive assistance to the Executive Director of CAPS at OSU. This position represents and speaks on behalf of the Executive Director of CAPS to various university and community constituencies. As a direct associate to the Executive Director, this position must be highly sensitive and alert to the issues which are critical to the functions of this office and which affect the academic and personal lives of students (e.g. student mental health and well-being, family crises, academic issues, university grievances). This position assists the Executive Director with problem solving at every level, helping to navigate complex staff dynamics and the impact on student services. This person works closely with the Executive Assistants of those in Student Affairs leadership to establish collegial relationships and strong collaboration with campus partners. The majority of the work in this position is done independently, and common tasks include serving on the leadership team, program coordination, writing reports, assisting with supervision of support staff, following up on highly confidential personnel matters, and problem solving with student or staff emergencies. This position supervises the SAIT technician who coordinates department computer functions and serves as the liaison with SAIT services. This position creates and sustains a good relationship with the Business Center, and is responsible for fiscal operations, accounting, and personnel operations including initiating a search, hiring and maintain confidential personnel records. This position supervises the Support Staff Coordinator and helps facilitate day-to-day office operations of CAPS. Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don't wait for challenges to present themselves we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. Key Responsibilities - 30% EXECUTIVE SUPPORT: Make independent decisions about, coordinate, supervise and execute support services for the Executive Director of CAPS including, but not limited to: maintaining the complex and demanding calendar of the Executive Director; receiving and screening sensitive calls and guests; composing original correspondence; planning and scheduling to enhance the Executive Director's ability to optimize effective participation in meetings and events; reading, screening, and prioritizing requests, responses and reports. Responsible for managing projects as directed by Executive Director, Senior Director of Clinical Services, others on the leadership team, or self-initiated. Examples might include but are not limited to position description revisions, remote work agreement coordination, professional development data, etc. 40%ADMINISTRATIVE OPERATIONS: Responsible for daily budget and fiscal matters relating to CAPS including but not limited to processing invoices and procurement card expense statements, preparing personal service contracts, drafting memoranda of understanding, and assisting Executive Director in preparing for budget meetings. Direct liaison with the Community Network, AABC, and Human Resources, Student Health Services, DAS, Office of Student Life, and all other campus partners regarding matters related to CAPS. Serve as administrative support and HR liaison for searches and recruitment process, including completion and submission of paperwork, purchase of advertising, coordination of preliminary and final interviews, arrangement of travel, catering and interview itineraries, scheduling reference calls, compiling evaluation feedback and organizing orientation for new staff. Facilitate, follow-up and communicate personnel management issues including, but not limited to: research and communications related to sensitive and confidential personnel actions or potential grievances; searches and recruitments; immigration forms and costs for international hires. Maintain confidential and up-to-date personnel records of CAPS employees, including international professional faculty. Serve as informed resource for direct reports to the Executive Director, as well as other campus colleagues, department heads, staff, students, parents and community members. Administrate work-groups convened by the Executive Director. Assist with research and data analysis that facilitate informed discussions and decisions. Assist Executive Director in coordinating CAPS' initiatives by providing creative thinking, energy, collaboration, leadership and support with issues and specific projects that will move issues forward. Assist with presentation preparation; collaborate with Executive Director in creating correspondence or materials to enhance communications for presentations and reports (Power Point, Excel, etc.). Participate on the CAPS Leadership Team, with responsibility for creating the agenda and summarizing/distributing minutes. 15%OFFICE MANAGEMENT AND SUPERVISION Provide leadership and supervision for assigned support staff: hire and train; plan, assign and review work; establish performance of goals and assess performance through completion of written evaluations; discipline, or effectively recommends discipline, up to and including dismissal. Help facilitate day-to-day office operations of CAPS. 10%MANAGE TECHNICAL AND COMPUTER SERVICE NEEDS The position assists with creation/deletion of accounts, purchases technical equipment and software, and supervises CAPS' dedicated IT technician to resolve technology issues. Helps maintain inventory of laptops and peripheral equipment for 35 staff. This responsibility requires familiarity with technology, but doesn't require expertise, as SAIT will be our content experts for information services. However, the position requires excellent communication skills and an ability to coordinate efforts between the two departments. 5% OTHER DUTIES AS ASSIGNED Work in a coordinated fashion with the Division of Student Affairs, support staff of direct reports and other campus colleagues and community members. Represent CAPS at various campus professional groups and organizations. What You Will Need - Bachelor's degree in Business, Finance, Communications, Sociology, Psychology, or other related discipline, and at least two (2) years' experience providing executive-level administrative support to an administrator OR an equivalent combination of education, training, and professional experience providing executive-level administrative support. Demonstrated ability to maintain confidentiality. Demonstrated evidence of sound written, oral and interpersonal communications. Strong organizational skills. Experience working with and supervising diverse staff in a busy office setting, with the ability to be calm and solution focused in stressful situations. Ability to work both independently and as a member of a team to facilitate smooth service and office operations. Ability to make thoughtful decisions, prioritize multiple tasks, and interpret policies and procedures to constituents reasonably, thoughtfully, and in a manner that facilitates a high caliber service to the OSU community. Commitment to promoting an inclusive work environment. This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months. What We Would Like You to Have - Professional administrative experience including supervision, office management, budget projections and management, program coordination, HR processes, and event planning. Ability to take initiative and lead within the organization. Experience in using and implementing, and developing computer applications and software for office or department functions including database management, management of multiple workstations, word processing software; Excel and Access; specialized software applicable to CAPS functions; Qualtrics. Working Conditions / Work Schedule Pay Method - Salary Pay Period - 1st through the last day of the month Pay Date - Last working day of the month Recommended Full-Time Salary Range - $66,500 - $73,500