Oregon State University

Department VP Univ Relations & Mktg (NIA) Position Title Executive Assistant Job Title University Relations and Marketing Executive Assistant Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary

University Relations and Marketing (URM) is seeking a URM Executive Assistant. This is a full-time (1.0 FTE), 12-month, professional faculty position.

The position of University Relations and Marketing Executive Assistant reports to the Vice President of University Relations and Marketing and is a full-time (1.00 FTE), 12-month, professional faculty position.

As a division, University Relations and Marketing (URM) is responsible for promoting the mission and goals of Oregon State University (OSU) to internal and external constituencies throughout the state, nation and world. The role of the Vice President is to strategically guide these overall efforts and to serve as a key university administrator in support of the President, Provost and University’s strategic plan and as an administrative collaborator with university colleagues across campus, as well as with the OSU Foundation and the OSU Alumni Association. URM is committed to engage in and help lead socially just and inclusive marketing, communications and public affairs in support of the OSU’s commitment to diversity and inclusivity. The Vice President also serves as the chief spokesman for the University.

The University Relations and Marketing Executive Assistant provides critical executive, project and operational support to the VP for URM in addition to serving as a strategic thought partner and serves as a liaison for division staff, senior leadership, faculty and staff on behalf of the Vice President. Some of the Executive Assistant’s responsibilities are of a highly sensitive and extremely confidential nature, including human resources matters, crisis communications and crisis management, sensitive public affairs matters and strategic university administrative decisions. Key areas of accountability include planning, coordinating and administering activities across URM areas; and developing, coordinating and advising on policy and processes related to media relations, corporate communications, brand communications and creative, website development, marketing research and analytics, integrated marketing communications and digital marketing. The University Relations and Marketing Executive Assistant is expected to demonstrate leadership and to be a contributing member of the VP for URM’s leadership team.

Why OSU?

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.

FACTS:

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about

Locations:

Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package:

Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

Key Responsibilities

60%: CONFIDENTIAL EXECUTIVE SUPPORT

• Manages complex scheduling for the VP URM.
• Manages VP URM’s travel itinerary for in state and out-of-state meetings.
• Manages meetings by identifying facilitators, building agendas and developing presentation materials.
• Reviews and helps to edit written materials and presentations prepared by the VP URM.
• Engages in research on behalf of the VP URM.
• Advises the VP URM on social media posting opportunities.
• Attends and participates in meetings, records minutes and expectations from meetings, and follows up on meeting action items to completion.
• Monitors and coordinates budget items for URM and the Vice President, including analysis of budgets; prepares internal reports for management; participates in budget planning and management; and makes recommendations to the Vice President.
• Originates and maintains confidential personnel files; assures compliance with university affirmative action guidelines.
• Administers personnel searches for the division, as appropriate. Develops and implements systems to maintain records on employees, equipment, compliance, and/or maintenance activities.
• Supports personnel searches for committees that the Vice President chairs.
• Appropriately handle highly sensitive and extremely confidential material/information.
• Establish and maintain strong, collegial relationships and ongoing communication with co-workers, colleagues, and supervisor while valuing a broad range of perspectives.
• Work effectively in a high-level, high-profile, fast-paced administrative office with frequent interruptions, while maintaining professional composure.

35%: ADMINISTRATION

• Provides and oversees a diverse range of activities for URM that requires specialized knowledge of marketing, communications and public affairs, and comprehensive administrative, organizational and operational skills. This includes thinking strategically and connecting the needs of the University with the talents and skills of the URM staff.
• Manages confidential information and assists in coordinating media interviews and information that involve the Vice President.
• Creates alliances with internal and external constituents to enable the goals and priorities of URM and the University
• Serves as a URM Leadership Team member and participates in development of strategic plans and implementation strategies.
• Plan, research and coordinate strategies to enhance current processes within the Office of the VP for URM to include technology enhancements and capabilities.
• Creates and monitors work processes, establish best practices and a learning agenda for continuous improvement, develop RACIs, standardize policies and service agreements.
• Supports the planning and activation of large-scale or organizationally important events.
• Enables marketing and communications support for teams across URM and the campus by triaging requests made to the VP URM, identifying or organizing resources, or arranging outside or internal resources.
• Responsible for analyzing and trending data and recommending improvements. Monitor all requests to ensure we promote and protect the brand.
• Represents URM in cross-functional committees at OSU.
• Serves as the membership coordinator for university wide memberships in CASE (Council for the Advancement and Support of Education).

5%: OTHER DUTIES AS ASSIGNED

What You Will Need

• Bachelor’s degree in any field.
• Minimum of three years of experience in a position with comparable duties in a similarly complex and confidential environment.
• A demonstrable commitment to promoting and enhancing diversity, equity and inclusivity.
• Demonstrable ability to:
• Take initiative, exercise sound judgment to make decisions, with the ability to anticipate the needs of the unit and proactively problem-solve.
• Communicate both effectively and diplomatically, prepare and edit documents and presentations.
• Effectively manage complex scheduling needs with attentiveness to detail and accuracy.
• Engage professionally with people from all levels within the University, and with individuals outside of the University, including, on occasion, individuals who have complaints or concerns.
• Successfully plan, prioritize, and manage simultaneous projects, often within strict deadlines, and to manage multiple tasks and shifting priorities while coordinating a high volume of incoming work.
• Provide exceptional customer service to a wide range of constituents.
• Understand budget reports, fiscal planning and monitor a complex budget.
• Demonstrated commitment to maintaining confidentiality, discretion, and diplomacy
• Demonstrated proficiency in using the MS Office Suite (e.g., Word, Excel, Office 365, and PowerPoint) and web browsers (e.g., Internet Explorer, Mozilla Firefox).
• Ability to accommodate situations related to media or special events; ability to work quickly and under pressure, including outside of ordinary business hours.

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

• Minimum of three years providing direct administrative support to an executive level administrator.
• Two years of experience in sales, marketing or communications.
• Advanced communications and marketing skills and ability to do research in response to specific requests.
• Demonstrable marketing, media relations and/or social media skills
• Experience working directly with people from diverse racial, ethnic, and socioeconomic backgrounds
• Experience at Oregon State or with another institution of higher education
• Second language proficiency

Working Conditions / Work Schedule

• Professional office work environment within 6th floor of university’s Kerr Administration
• Building. 8 a.m. to 5 p.m., although earlier or somewhat later office hours are sometimes requested.

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 $51,072-$86,904 Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/140376

Posting Number P07787UF Number of Vacancies 1 Anticipated Appointment Begin Date 04/01/2024 Anticipated Appointment End Date Posting Date 02/15/2024 Full Consideration Date 03/17/2024 Closing Date 05/15/2024 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants

To ensure full consideration, applications must be received by March 17, 2024. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

Starting salary within the salary range will be commensurate with skills, education, and experience.

For additional information please contact: Shari Brumbach, shari.brumbach@oregonstate.edu, 541-737-4875

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.

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