Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Office of the President Staff
Salary/Rate: $60,000@ 1.0 FTE
While working relatively independently, the Executive Assistant provides ongoing project management resources and serves as the point of contact for the Office of the President. While reporting directly to the President, the Executive Assistant provides a broad range of complex administrative services to the President and the Vice President of Equity, Diversity, and Inclusion (VPEDI). Work is of a highly sensitive and confidential nature and requires a clear and unambiguous commitment to compliance as set forth by the University. The Executive Assistant understands the unspoken needs and characteristics of the Office of the President and applies independent professional judgement beyond prescribed policies and procedures to carry out the University's mission. The position requires full awareness of the President's priorities, must maintain confidentiality at all times and demonstrate in-depth knowledge of university functions. The position takes initiative in organizing work assignments and determining the most effective means for maximizing the President and VPEDI's time.
Minimum Classification Qualifications:
5 years demonstrated experience providing the full range of high level independent executive administrative support combined with proven skill to coordinate complex activities and use independent judgment to organize and prioritize a wide variety of duties and responsibilities. A Bachelor's degree may be substituted for one year of required experience.
Thorough knowledge of modern equipment, office practices and procedures, business arithmetic, grammar, spelling and punctuation.
Thorough knowledge of principles and techniques of organization, administration and management, as well as, organizational structure, functions and activities.
Professional experience in higher education, public sector management or campus-related enterprise utilizing a customer-oriented and service-centered attitude.
Experience with event planning and execution.
Experience supervising employees.
Knowledge of Banner FIS, Web Publisher and Raiser's Edge (donor/alumni database).
All Listed Duties:
Essential Functions: The following examples of typical work activities are meant to illustrate the general range of work functions performed by the position and are not all-inclusive or restrictive.
Serves as the first point of contact and key resource person for the Office of the President. Establishes a welcoming tone and clean, professional environment while promoting a positive atmosphere. Greets and receives visitors, responds to inquiries from diverse constituents (i.e. students, parents, faculty, staff, board members, legislators, alumni, media, and public and private officials). Works collaboratively with other Executive Assistants to maintain office coverage, serve customers and provide effective communications for both daily activity and potential crisis management.
Provides the full-range of general office support and coordination including, but not limited to: distributing meeting materials, scheduling meetings and logistics, catering, filing, duplication, deliveries, and receiving and sending facsimiles. Oversees inventory, event supplies, resources, purchases, furnishings, equipment and products. Maintain oversight of conference rooms. Manages and maintains website information in consultation with the Public Information Officer and Director of Marketing.
Develops and monitors budgets for the Office of the President. Processes bills, purchase orders and invoices through the Financial Information System (FIS) and SOU Foundation accounts. Maintains appropriate internal tracking procedures. Reconciles accounts monthly.
Event management/oversight of high-profile regular and special events (both internal and external) and lead teams of staff to coordinate events from conception to successful completion (e.g. convocation, commencement, community receptions, employee recognition events, ceremonial signings, summits, etcetera). Collaborates with the President and President's Spouse as needed for presidential special events and meetings for internal groups and external guests, both on and off campus (including the residence.
Confidential Executive Level Support
In consultation with the appropriate executive, provides authoritative information regarding policies and procedures, analyzes problems, resolves business issues and provides direction as required. Safeguards confidentiality by invoking professional judgement and discretion in communicating information to faculty, students, staff and the various public and private entities. Performs complex records management and determines retention and purging schedules. Compiles profiles, reports, organizational charts and prepares meeting material for Presidential review and use.
Serves as a liaison between the President and external constituents, such as the Higher Education Coordinating Commission, Oregon Council of Presidents, Presidents of other universities, legislators, Governor's Office, State of Oregon Agencies and Commissions, alumni, donors, community members, and business owners. As directed, communicates directly, and on behalf of the President, with trustees, executives, university community, and external constituents related to university business. Lead campus annual charitable giving campaign.
Accesses a variety of sources of information, including that which directly relates to collective bargaining, strategy, executive personnel matters and confidential presidential initiatives. Reviews, monitors, and prepares personnel action forms and other documents for the President's signature. Provides assistance to the President and VPEDI on a variety of committees by attending meetings and taking meeting notes. Responsible for high-level task management by prioritizing and tracking action items and deliverables.
Optimizes dynamic, demanding, and complex executive calendars for the President and VPEDI through sound judgement based on the full range of commitments, obligations and initiatives, while being keen to avoid over commitment. Researches and coordinates travel accommodations including itineraries, airfare, ground transportation and lodging. Assemble travel documents, mandatory forms, and business materials. Process travel expense claims and other reimbursement forms. As assigned, assemble travel documents and process reimbursements for additional members of the Office of the President (i.e. Director of Government Relations when traveling with the President).
Perform other duties as assigned and attend training to maintain skill currency as appropriate to safely and effectively complete assignments.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional professional development.
Must be able to work additional hours and adjust working hours to meet special jobs. May be called back periodically to perform work as needed on an emergency basis.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA): -Position classification defined as
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.