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Dean's Office Assistant

Position Announcement

Position Details

Proposed Start Date 10/01/2017
Classification Title Executive Support Specialist 1
Working Title Dean's Office Assistant
Position Number D92043
Representation OP - SEIU/OPEU Local 503
EEO Status Classified Full Time - 1.0 FTE
Position FTE 1.0
Temp/Interim

Position Summary

Brief Description of PSU/School/Dept
Position Summary

The purpose of this position is to provide administrative support to the Office of the Dean, to ensure that the office is able to operate effectively and provide appropriate service to its many contacts: students, faculty, staff,administrators and community members.

The Deans Office Assistant provides personal/confidential administrative support to the Dean and the staff of the Dean’s office. Prepares general and confidential correspondence from drafts and notes, handles records maintenance and communications, composes routine letters, memoranda and reports; edits and proofreads outgoing materials; arranges and travel requests and personal reimbursements for the Deans office staff, process travel request for faculty and staff and teaches faculty/staff how to use the travel system; coordinates budget-related details with Chief Budget Officer. At times, critical deadlines need to be met when preparing documents.

Knowledge of University policies and procedures in order to ensure the smooth operation of the Dean’s office. The incumbent in this position must also keep the Dean aware of current/sensitive issues and deadlines. Makes independent evaluations regarding the Dean’s commitments.

Primary Activity A - Administrative
Minimum Qualifications from Classification

Three years of clerical/secretarial experience which included:

  • one year at a full performance level performing typing, word processing, or other generating of documents; AND
  • lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.

No substitution will be made for the one year at the full performance level.

Additional Minimum Qualifications for this Position
  • Knowledge of electronic calendar scheduling
  • Proficiency with Microsoft Office including Word, Excel, PowerPoint; Adobe Acrobat Pro; and Google applications, including email, calendar, groups and drive
  • Strong written and verbal communication skills and the ability to function in a diverse team environment.
  • High level of professionalism and customer service, attention to detail, and the ability to maintain confidentiality;
  • Strong organizational and time management skills;
  • Ability to prioritize work amidst multiple demands and meet deadlines;
  • Flexible, collaborative, yet able to work effectively with a high degree of independence.
Preferred Qualifications
Key Cultural Competencies

Creates an environment that acknowledges, encourages and celebrates differences.
Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds.
Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
Adheres to all PSU 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
Total Compensation Range & Benefits Statement

The starting annual salary rate for this position will be competitive with an excellent benefits package including 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon Public Universities.

Pay Range 17.39

Application Instructions

Additional Information
Additional Application Instructions (deadlines, etc.)
Background Check Required Yes
Position End Date (if applicable)
If you have questions

Search Details

Posting Close Date
Application screening begins

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
  3. Professional References
Optional Documents