Executive Assistant, Office of the Registrar

Job Details

Academic Operations (Accreditation, Curriculum Management, and Office of the Registrar) is an Oregon State University mission-critical unit. We safeguard institutional integrity while helping meet the needs of students, faculty, and staff. We play a critical role in serving the needs of students throughout the student lifecycle, from admission through degree completion and beyond; provide faculty and staff with timely and accurate expertise, resources, and systems solutions; and co-create, shepherd, implement, interpret, and uphold academic policies and regulations, accreditation standards, and laws. Academic Operations serves as an institutional partner, providing a clear path for student success, and we value expertise, innovation, inclusion, and collaboration. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We provide a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

The Executive Assistant position in Academic Operations is a member of the Leadership Team. This position is responsible for supporting the confidential and critical work of the Associate Vice Provost for Academic Affairs & University Registrar. Collaboration and communication are critical aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever-changing environment; comfort with ambiguity and flexibility are required. The Executive Assistant role is an onsite position at the OSU Corvallis campus, providing essential support to ensure the smooth and uninterrupted delivery of Academic Operations services to students, staff, and faculty at Oregon State University, and helping to promote their success.

Key Responsibilities

• 45% Administrative Support – Associate Vice Provost-Academic Affairs & University Registrar
• 25% – Director, Office Administration
• 15% – Budget and Financial Oversight
• 10% – Commencement Operations & Volunteer Coordination
• 5% – Other duties as assigned

Minimum/Required Qualifications

• Bachelor’s degree and five years of experience providing substantial executive administrative support, with progressively increasing responsibility, at an institution of higher education or other similarly complex organization.
• Two years of progressively increasing experience with office operations/leadership and budget development, oversight, and management.
• Experience with Microsoft Office Suite, specifically Outlook, Word, Excel, and PowerPoint.
• Experience analyzing multifaceted challenges using an equity lens, evaluating options, predicting outcomes and disparities, forecast consequences, and driving actionable, equitable solutions for all student populations.
• Excellent verbal and written communications skills, with the ability to communicate effectively with executive level management and academic constituencies, are essential.
• Ability to draft, write, and correspond with professional level writing and without prompts or support from AVP.
• Ability to work with frequent interruptions while meeting strict deadlines, with the flexibility to prioritize and manage multiple projects, activities, and tasks while priorities shift frequently.
• Ability to handle interpersonal relationships judiciously and empathetically with demonstrated experience through leadership, collaboration, and relationship building.
• Demonstrated experience making independent judgments and problem solving using a high degree of professionalism with highest attention to and respect for confidentiality, discretion, and diplomacy.
• Experience providing exceptional customer service, with the confidence to act when critical situations arise.
• Proven ability to work effectively in environments characterized by ambiguity and uncertainty, with the confidence and flexibility to pivot quickly.

Preferred Qualifications

• Baccalaureate degree or higher in business management/operations, human resources or higher education.
• Experience working in higher education.
• Experience working in a registrar’s office, enrollment management office, or academic administrative unit.
• Experience with a complex data system such as Banner, Workday, Peoplesoft, OnBase, Slate, or other relational databases.
• Experience with collaborative online tools used in project management, brainstorming, and team collaboration, etc. (e.g., Miro, Slack, etc.).
• Experience with Microsoft applications SharePoint and CoPilot.