Department:Library Appointment Type and Duration:Regular, Ongoing Salary:Commensurate with experience Compensation Band:OS-OA06-Fiscal Year 2018-2019 FTE:1.0
Application Review Begins February 15, 2019; position open until filled
Special Instructions to Applicants Complete applications must include: 1) A current resume or CV; 2) A cover letter; and 3) Three professional references, one of whom must be your current or most recent supervisor.
Department Summary The University of Oregon Libraries is an essential partner in the University’s educational, research, and public service mission. With five locations on the Eugene campus, and branches at UO Portland and at the Oregon Institute of Marine Biology, the Libraries offers many flexible, service- and technology-rich environments for our users’ research and learning needs. The University of Oregon Libraries is the only Association of Research Libraries (ARL) member in Oregon. The library is a member of the Orbis Cascade Alliance, Oregon WIN, SPARC, Center for Research Libraries, DuraSpace, the Council on Library and Information Resources, Coalition for Networked Information, EDUCAUSE, and other major organizations. In addition to a full range of research library programs, the UO Libraries provides many of the University's central educational technology services, including learning management system administration, classroom technology support, broadcast-quality video production, distance education delivery, streaming media, educational technology support, and technology-related faculty development and training.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status.
Position Summary The OA Executive Assistant (EA) supports the work of the Dean of the UO Libraries and provides executive-level administrative support to the Dean, as well as 2 Associate Deans. The EA participates in decision making as part of the Libraries Administrative Team, and serves as liaison between the Libraries and a wide range of individuals and organizations both on and off campus to advance the goals of the department. This position requires someone who is able to work in a team environment as well as independently. This position will be required to manage complex issues that accompany advancing the Deans' strategic plan and the libraries and university mission, which includes preparing written and verbal response to routine inquiries and triage of confidential email. The EA uses independent judgement and decision-making skills to support the work of the Dean. The EA provides executive level administrative support by maintaining the Dean’s calendar, assisting with communication and information flow (including sensitive and confidential material) and coordinating projects, programs and events critical to the mission and work of the Libraries.
The EA is a vital member of the dean’s administrative team and must exhibit professionalism, collegiality in a team environment, and the ability to create a welcoming and professional atmosphere in the office. This person must be culturally competent, with the ability and commitment to work with individuals from diverse backgrounds. This position regularly interacts with the Libraries faculty, staff, and key university partners. The EA must exhibit a high level of sensitivity, confidentiality, cultural awareness, and have the ability to work independently, anticipate problems, demonstrate sound judgment, and exercise creative problem solving. This position regularly requires the exercise of independent decision making and interpreting, communicating, and applying Oregon Administrative Rules and UO/OUS policies and procedures in performing daily duties.
Minimum Requirements • Bachelor’s degree in a related field (e.g., communication, business, etc.). • Three years of office and project management experience of increasing responsibility, to include serving as team lead on projects. • One year of service as confidential executive support for a department head or dean or an executive at an equivalent level.
Professional Competencies • Outstanding interpersonal, oral, and written communication skills, especially related to writing and analyzing reports, proofreading/editing, taking meeting notes/minutes, and drafting complex policy/planning documents and correspondence. • Strong organizational skills with attention to detail and follow-through. • Excellent time management skills with demonstrated ability to manage multiple priorities and meet deadlines. • Excellent problem-solving skills. • Proven proficiency with Microsoft Office applications (word processing, spreadsheet, and relational database applications), web publishing, and Outlook for email and calendaring (or similar scheduling program). • Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgement and initiative, particularly as it related to handling sensitive and/or confidential materials and issues that may relate to personnel, budget, policy development, or union matters. • Demonstrated ability to work effectively with faculty, staff, and students from a variety of diverse backgrounds. • Ability to work collaboratively in a team environment and also work independently. • Ability to coordinate meetings, events, and initiatives with other colleagues in executive-level offices and academic departments. • Ability to stay within the budgets allocated to projects and events.
Preferred Qualifications • Experience working in higher education and/or academic libraries • Experience with Banner or other higher education-specific platforms • Three or more years of experience as an executive assistant or office manager • Knowledge of University of Oregon policies and procedures • Experience with event planning, handling travel arrangements, and managing expense reporting. • Working knowledge or experience in accounting functions and/or processing financial transactions. • Supervisory or team leader experience.
All offers of employment are contingent upon successful completion of a background inquiry.
The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.
The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at email@example.com or 541-346-5112.
UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.
In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at http://police.uoregon.edu/annual-report.
The University of Oregon, founded in 1876, is the stat'?s flagship institution. Located in Eugene, an energetic college town, the university offers academic excellence and hands-on learning opportunities in a welcoming atmosphere. Towering trees shade the 295-acre campus, where students, faculty members, and employees from a wide variety of backgrounds share a commitment to preserving the environment and pursuing innovation in more than 260 academic programs that range from Eugene to Portland and from the coast to the mountains. For more information visit http://www.uoregon.edu/about