Administrative Assistant: Office of the Provost

This is a full-time (1.00 FTE), 12-month, professional faculty position in the Office of the Provost, led by the Provost and Executive Vice President. The Provost oversees progress on the University’s strategic goals in education, scholarship, engagement, internationalization, and institutional reputation, ensuring alignment with OSU’s mission as a leading land grant research university.

About the role

The Administrative Assistant reports to the Chief Assistant to the Provost and provides direct administrative support to the Chief Assistant and the Senior Advisor to the Provost for Strategic Initiatives. This role serves as a liaison for the Office of the Provost, coordinates office operations, and supports other team members as needed. The position involves significant interpersonal interaction, access to sensitive information, and requires excellent communication skills, discretion, sound judgment, diplomacy, and professionalism.

Responsibilities

• Provide direct administrative support to the Chief Assistant to the Provost and the Senior Advisor to the Provost for Strategic Initiatives.
• Serve as a liaison with faculty, staff, students, stakeholders, and community members on behalf of the Office of the Provost, including phone, email, and in-person interactions.
• Perform calendaring for individuals and groups/committees, including responding to requests, anticipating scheduling needs, and adjusting schedules as needed.
• Make travel arrangements for individuals and groups, including booking travel, securing reservations, and managing logistics.
• Manage the processing and submission of invoices; provide relevant information to Financial Services colleagues, vendors, and employees regarding payment status.
• Provide administrative and logistical support for executive search committees, other committees, and task forces.
• Draft and/or edit correspondence and other documents; assist with presentation preparation, including use of PowerPoint.
• Research and compile information and data into reports in support of special projects.
• Manage the OSU.Provost@oregonstate.edu email account, including reviewing and referring incoming emails.
• Coordinate guest/visitor visits, including assistance with travel, logistics, and responding to specific requests.
• Assist with event and meeting planning and staffing, including communications, meeting rooms, catering, meeting materials, and invitation management. Provide event support for Commencement and other annual events, including occasional evening and weekend work.

Requirements

• Bachelor’s degree.
• Approximately 3+ years of experience providing administrative support within a fast-paced, active, and professional environment.
• Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience.
• Proven experience interfacing professionally with people from all areas of a complex organization and with outside visitors.
• Ability to recognize and evaluate situations, handle them with confidence and authority, respond to questions and complaints, and provide clear information and direction.
• Exercise sound judgment and proactively problem-solve.
• Provide exceptional customer service in person, in writing, and by phone.
• Effectively plan and prioritize simultaneous projects.
• Respond with flexibility to urgent or unexpected requests.
• Work both independently and collaboratively.
• Appropriately handle highly sensitive and extremely confidential material/information.
• Meet deadlines and schedule meetings for individuals and groups.
• Work with high motivation and a positive, can-do attitude.
• Learn and incorporate emerging technologies into daily work.
• Proven skill in Microsoft Office suite, web-based applications, standard office software (email, calendars, word processing, spreadsheets, databases), and organizational systems.

Preferred Qualifications

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

Working Conditions

• Works in an executive office environment.
• Some lifting required (e.g., office supplies, event supplies).
• Occasional on-campus travel and minimal driving for errands.
• Expected to work on-site, Monday through Friday, 8 AM to 5 PM. This is not a remote or hybrid position.
• Occasional evening and weekend work related to event support.
• Punctuality and reliable attendance are mandatory.

Pay

$66,000 - $73,000 per year.

For additional information, contact Gigi Bruce at Gigi.Bruce@oregonstate.edu or 541-737-8414.