Job no: 531780
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: Lundquist College of Business
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $16.71 - $23.75 per hour
FTE: 1.0

Review of Applications Begins

Position closes June 5, 2023

Special Instructions to Applicants

Along with the UO application form, please submit a resume and a cover letter describing your interest in the position and how you meet the minimum and preferred (if applicable) qualifications.

To receive a copy of the full position description, please send an email to lundquisthr@uoregon.edu. Salary offers are determined based on final candidate qualifications and experience; and the application of fair, equitable, and consistent pay practices at the University.

Department Summary

Since 1914 the Charles H. Lundquist College of Business has taught its students the critical skills they need to think for themselves, to be leaders in a dynamic world, and to make better decisions on behalf of the people and resources they manage. We are a top business school with a unique mission and vision that draws strength from our links to the Pacific Rim and the distinctive qualities of Oregon culture: innovation, sustainability, active lifestyles, financial stewardship, and respect for individuality and diversity within an increasingly global community.

Mohr Career Services leads the Lundquist College’s effort to prepare all Lundquist students for career success in an evolving world. They accomplish this by partnering with the wider Lundquist Community to help all Lundquist students craft and execute a career strategy, and by connecting them with people and opportunities to set and achieve their career goals. The Lundquist College of Business Mohr Career Services team serves approximately 4,500 students on the Eugene campus.

Position Summary

This position reports to the Executive Director of Mohr Career Services and provides advanced, diversified, and confidential executive-level administrative support as well as assists in the management, operations, and administration of the office. In this role, the incumbent regularly exercises independent judgment and must maintain a comprehensive knowledge of the University of Oregon and the Lundquist College of Business programs and personnel.

The primary roles of this position are to welcome guests, effectively manage the Executive Director’s time to ensure maintenance of an extensive standing meeting schedule, serve as administrative support to the other staff in the office, manage office operations such as maintaining the budget, oversee the professional development fund accounts including receiving and reviewing applications, assisting with the CRM (Salesforce) data entry, ordering and maintain equipment, materials, and supplies, and other duties as assigned.

This position will facilitate the communication of information and directives to the Lundquist College and the Mohr Career Services team, serve as the primary contact for all matters related to the Executive Director’s schedule and activities, and will analyze, compare, and evaluate various courses of action and have the authority to make independent decisions on matters of significance, within the scope of assigned responsibilities.

This position may supervise and/or lead student employees including hiring process, determining work schedules, and assigning duties.

Minimum Requirements

• 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 clerical/secretarial experience.

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

Professional Competencies

• Demonstrated ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.
• Demonstrated ability to meet deadlines, anticipate needs, prioritize multiple tasks, “think on your feet”, follow-through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.
• Proven proficiency with Word, Excel, PowerPoint, and Outlook (or similar scheduling/ calendar program), and familiarity with Microsoft Office applications.
• Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.
• Excellent writing, editing, and verbal communication skills; attention to detail.
• Self-motivated, punctual, and reliable; organized and flexible.
• Commitment to and experience with promoting and enhancing diversity and equity.

Preferred Qualifications

• Three to five years’ experience providing executive-level administrative support within a large, complex organization, including a minimum of three years directly supporting a senior administrator.
• Experience managing executive calendars, coordinating travel, and staffing executive level committees.
• Familiarity with commonly used campus systems such as Banner, Data Warehouse, etc.
• Experience managing, planning, coordinating and implementing events.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

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 uocareers@uoregon.edu 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 https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.