CUPA Operations Manager & Dean’s Executive Assistant

Position Summary

The Operation Manager & Dean’s Executive Assistant provides high-level confidential administrative support to the College of Urban and Public Affairs (CUPA), managing the Dean’s Office operations special projects. Essential functions as the Operations Manager: Ensure the smooth operations of the Dean’s Office by developing, implementing and maintaining office policies and procedures; Organize and maintain the workings of the Office of the Dean, including but not limited to, procurement card custodian; Serve in the DAS role for the travel authorization/reimbursement process for Dean’s office administration. Authorize airline bookings for Sr Administration which includes the Dean, Associate Dean, and Assistant Dean/Senior Fiscal Officer (SFO) while maintaining travel authorization and budgetary guidelines.

Essential functions as the Deans’ Executive Assistant: Assist the Dean, Associate Dean, and Assistant Dean/Senior Fiscal Officer in formulating and implementing College policy and procedure; Manage the Dean’s calendar and schedule meetings for the Dean’s Office; Review and prioritize correspondences; Coordinate Dean’s travel arrangements, authorizations, and reimbursements; Utilize excellent organizational skills, interpersonal skills, and exceptional judgment to facilitate collaboration and communication among diverse groups, and proactively solve problems and/or independently handle a variety of complicated and confidential issues.

This is an in-person role, with most of the work being performed in the CUPA Dean’s Office Suite.

Minimum Qualifications

• Bachelor’s degree.
• Three years of administrative support experience.
• Office management/coordination experience.
• Experience in managing correspondence and coordinating meetings using calendar software, such as Google Calendar.
• Sound management skills and ability to prioritize and multi-task to meet goals and deadlines.
• Demonstrated ability to work as part of a team providing efficient and reliable administrative support.
• Strong oral and written communication skills.
• Strong interpersonal skills and an enthusiasm for the mission of Portland State University.
• Demonstrated ability to maintain confidentiality.
• Ability to remain calm in a fast-paced environment and work well with and assist a diverse clientele.
• Self-directed, proactive and demonstrated ability to initiate problem-solving.
• Experience with general office procedures related to financial tasks such as paying invoices and ordering supplies.
• A working knowledge of appropriate computer software including Google calendar and email, Google Suite products, and/or Microsoft Office Suite.

Preferred Qualifications

• Experience providing support to the executive-level.
• Experience supervising front-line staff and/or students.
• A working knowledge of higher education in general and Portland State University in particular.
• Experience in Banner and PeopleAdmin.

Key Cultural Competencies

• Create an environment that acknowledges, encourages, and celebrates differences.
• Function and communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
• Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Adhere to all of PSU’s policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Environmental Stewardship

Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.

Work Days/Hours

Monday-Friday, 8:30am-5:00pm. This position is required to be physically on campus five days per work week. Limited remote work hours may be available after the first 6 months based upon business need.

Total Compensation Range & Benefits Statement

Salary is dependent on several factors, and new employees will typically start around the Q1 level to allow for later growth within the salary band. PSU has a structured process for determining starting compensation, taking into account years of related experience, applicable skills, knowledge and abilities, market parity, and internal equity. The starting annual salary for this position will be between $55,281 and $61,422, but may be negotiated above this range, dependent upon the factors above, the budget of the hiring department, and approval from HR. An excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools. Please visit our total compensation calculator to see the full value of our benefits package.