Southern Oregon University
POSITION SUMMARY:
Date application must be received for priority consideration by: March 22, 2024
Anticipated Appointment Begin Date: May 1, 2024
Closing Date or if blank, Open Until Filled:
Job Family Group: Administrative and Professional
Division/Department: Office of the President/Offices of the Board of Trustees and General Counsel
Compensation Range (if applicable): $52,200 - $60,000 @ 1.0 FTE
FLSA Status: Exempt
Appointment Basis: 12-month
Time Type: Full-time
Benefits Eligible: Yes
Renewable/Non-renewable/Grants/Limited Duration: Renewable
This position must possess and maintain a current, valid Driver License: Yes
This position is designated as a critical, security-sensitive or safety-sensitive position; therefore, the incumbent must successfully complete a Criminal Background Check: Yes
Lead Work/Supervisory Responsibilities: No
Remote Work Type: On-campus
Work Hours: M-F (8:00a - 5:00p) Hours are subject to change with notice.
Worker Status: Must be able to legally work in the United States without visa sponsorship
SPECIAL INSTRUCTIONS TO APPLICANT:
Special Instructions to Applicants
Each applicant is required to provide (as attachments to the online application) the following supplemental documents: (1) a letter providing some detail of the applicant's qualifications and interest in the position; and (2) current resume/CV
For inquiries and additional information, please contact Human Resource Services via email at hrs@sou.edu or by phone at (541)552-8553.
To view SOU's very generous benefits and pension programs available to eligible positions, please visit https://inside.sou.edu/assets/hrs/Benefits/Benefit_Flyer/2024_Prospective_Candidate_Benefit_Overview_012024.pdf
Our benefits package is an important complement to the offered salary and our Total Compensation Calculator, https://inside.sou.edu/hrs/comp-calc.html , demonstrates our value and commitment to our employees .
POSITION DESCRIPTION:
The Executive Assistant in the Office of the Board of Trustees and the Office of the General Counsel ("the Offices") reports to the University Board Secretary ("the Secretary") as well as to the General Counsel and provides executive-level, confidential administrative services. The majority of the Executive Assistant's work is performed under the supervision of the Secretary in a highly sensitive and confidential environment.
The Executive Assistant is responsible for understanding the university's mission, goals, and policies; public meetings and public records laws; as well as the board's policies, objectives, and goals.
The Executive Assistant is responsible for the facilitation and coordination of administrative operations of the Offices. Administrative duties include but are not limited to all aspects of executive support; meeting scheduling, preparation, and support; document preparation and review; copy-editing; dissemination of information; website updates; purchasing; travel management; and reconciling periodic statements. This position is also responsible for coordinating strategic activities and events, assisting with records stewardship, programming surveys, conducting research, and assisting with special assignments and projects, as directed.
The Executive Assistant must possess a high level of cultural awareness and sensitivity, and be comfortable working with people from a range of diverse backgrounds and positions. The Executive Assistant must be adaptable to changing priorities in a dynamic environment and be a collaborative team member in a small but productive office environment.
Minimum Requirements
Five years of experience providing administrative support in an executive, legal, academic, or similar office setting.
Excellent knowledge and use of grammar.
Experience with managing department budgets, accounting, and related activities.
Excellent oral and written communication.
Excellent organizational skills.
Ability to work successfully and sensitively with a wide variety of people from different backgrounds and cultures.
Ability to manage multiple tasks and priorities.
Advanced computer skills in Microsoft Office, including Word, Excel, and PowerPoint, or similar programs as well as Zoom.
Ability to provide daily technical support to a small office.
Willingness to learn new software applications and other technology skills
Ability to honor and uphold stated values of equity, diversity, and inclusion.
Preferred Requirements
Bachelor's Degree.
Paralegal or legal secretary experience is highly preferred.
Experience with meticulous project planning and execution.
Experience with web content management applications.
Experience constructing detailed meeting minutes.
Experience with policies, regulations, administrative rules, statutes, etc.
Experience with public meetings, public records, and related laws
Experience working at an institution of higher education or with public governing bodies.
Essential Functions
Duties - The following examples are typical work activities that are meant to illustrate the general range of work functions and are not meant to be all-inclusive or restrictive:
(65%) Administrative and Executive Support - The Executive Assistant performs the following duties and responsibilities with regard to administrative and executive support for the Offices:
Provide daily administrative support to the Offices.
Coordinate the offices' interaction with the Cabinet.
Maintain and monitor calendars, setting priorities for time, monitoring deadlines, and obtaining all materials and logistics needed for appointments and events.
Professionally draft, type, proofread, and format correspondence, reports, policies, memoranda, presentation materials, and other documents as needed.
Ensure that all deadlines and notices associated with the Offices are met.
As directed, maintain the University Policy and Board of Trustees' websites and monitor associated email accounts as needed.
Professionally receive and appropriately direct telephone calls, visitors, mail, and other inquiries. Assist the Offices with purchasing, monthly reconciliation of accounts, reimbursements, managing purchasing for the Offices, and other financial tasks as needed.
Draft communications or other documents as needed.
Develop and maintain a strong working knowledge of the university's functions and organizational structure.
Provide outstanding customer service to trustees and all stakeholders.
Schedule and coordinate frequent meetings involving individuals with complicated schedules regarding sensitive matters.
Comfortably, confidentially, and with professionalism, interact regularly with important public and private business officials, the Board, senior leadership of the university, and the personnel providing administrative support.
Maintain a professional appearance and demeanor at all times.
Maintain confidentiality with sensitive information.
Provide administrative and logistical support in preparation for and during meetings of the Board of Trustees and its committees, and other meetings as needed.
Prepare accurate, final-quality minutes following board and board committee meetings, and for other meetings as assigned.
(25%) Support and Coordinate Strategic Efforts - The Executive Assistant performs the following duties and responsibilities to support the strategic and compliance needs of the Offices:
Under the direction of the General Counsel, maintain the SOU Policy Library database and associated processes, including the website.
Schedule and prepare drafts and other materials for monthly meetings of the University Policy Council.
Assists the Secretary with projects, including in-house trustee-orientations, retreats, board engagement events, and planning for the Board of Trustees.
Under the direction of the Secretary, maintains updated records of the board's handbook, policies, statements, resolutions, and website with consistency.
Programs surveys from pre-determined templates or runs system reports, as needed.
Collaborates with colleagues to accomplish the objectives of the Offices.
(10%) Other tasks as assigned:
In conjunction with the General Counsel, coordinate SOU's responses to public records requests in compliance with state statutes.
Perform special projects and assignments as needed.
Serve on various university committees
Skills, Knowledge, and Abilities
Excellent communication skills; demonstrated ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
Demonstrated excellence in business and social etiquette.
Demonstrated online searching and navigation skills.
Proficiency with public meetings and public records laws and an ability to make sound decisions to uphold these.
Demonstrated public and customer service experience requiring a very high level of diplomacy and professionalism to effectively handle a broad range of sensitive interpersonal situations.
Demonstrated ability to interpret and consistently apply a wide variety of complex policies and procedures where specific guidelines may not always exist.
Expressed ability to work with frequent changes in policies and procedures, under pressure of deadlines in a fast-paced environment.
Strong analytical and research skills; demonstrated ability to gather, evaluate, and to develop well-reasoned conclusions and recommendations.
Demonstrated ability to proactively assess work operations and anticipate potential problems; ability to develop and implement strategies for preventing/resolving problems.
Great ability to effectively perform work of a highly sensitive and confidential nature that requires access to information. Must be able to exercise sound judgment and discretion, tact, and diplomacy.
Takes initiative in independently planning, organizing, and performing work assignments within broadly defined parameters
Demonstrated ability to work with a high level of productivity and accuracy/attention to detail.
Excellent organizational and time management skills with the demonstrated ability to set own priorities to coordinate multiple assignments with fluctuating and time-sensitive deadlines.
Expressed skill to independently analyze software functionality through technical documents, and design and document efficient/effective work processes; ability to independently analyze software problems, test probable causes, and recommend sound solutions.
Excellent computer skills and proficiency with a variety of computer applications including word processing, spreadsheets, databases, online systems, social media platforms, Internet as well as online calendaring and email.
Demonstrated ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
Willingness to and work effectively in a heavily bureaucratic environment which requires regular interaction with a number of levels within the organization and multiple outside agencies.
Working knowledge or ability to quickly learn, university infrastructure, policies, and procedures.
Demonstrated ability to provide training and direction to student assistants.
Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.
Physical Demand
Normal office activities such as sitting/standing/reaching at a desk, using a computer, answering phones, communicating in person, writing, and via phone with others.
Must be able to work at a computer for extended periods of time
Must be able to lift 20 pounds.
Special Conditions
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.
This position classification has been defined as exempt and is not subject to the overtime provisions of the Fair Labor Standards Act (FLSA).
The person holding this position is considered a mandatory reporter under the Oregon Revised Statutes and is required to comply with the requirements set forth by the Oregon Department of Human Services.
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SOU is an equal access AA/EOE committed to achieving a diverse and inclusive workforce
In compliance with the Americans with Disabilities Act (ADA), Southern Oregon University will provide, if requested, reasonable accommodation to applicants in need of accommodation in order to provide access to the application, interviewing, and selection process. You are not required to note the presence of a disability on this application. If, however, you require a reasonable accommodation in the application and/or interview process due to disability, requests must be made in a timely manner to Human Resources.
Diversity Statement:
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.
SOU Land Acknowledgement
We want to take this moment to acknowledge that Southern Oregon University is located within the ancestral homelands of the Shasta, Takelma, and Latgawa peoples who lived here since time immemorial. These Tribes were displaced during rapid Euro-American colonization, the Gold Rush, and armed conflict between 1851 and 1856. In the 1850s, discovery of gold and settlement brought thousands of Euro-Americans to their lands, leading to warfare, epidemics, starvation, and villages being burned. In 1853 the first of several treaties were signed, confederating these Tribes and others together - who would then be referred to as the Rogue River Tribe. These treaties ceded most of their homelands to the United States, and in return they were guaranteed a permanent homeland reserved for them. At the end of the Rogue River Wars in 1856, these Tribes and many other Tribes from western Oregon were removed to the Siletz Reservation and the Grand Ronde Reservation. Today, the Confederated Tribes of Grand Ronde Community of Oregon ( https://www.grandronde.org ) and the Confederated Tribes of Siletz Indians ( https://www.ctsi.nsn.us/ ) are living descendants of the Takelma, Shasta, and Latgawa peoples of this area. We [you may say I or the name of a program/department] encourage YOU to learn about the land you reside on, and to join us in advocating for the inherent sovereignty of Indigenous people.
Notice to Prospective Employees
Section 485 of the Higher Education Act, and The Federal Crime Awareness and Campus Security Act of 1990 (now referred to as the "Clery Act"), require that prospective employees be notified of the availability of SOU's Annual Security and Fire Safety Report. The report provides the annual statistics and campus policies for the reporting of and responding to campus crimes and fires; access to campus facilities; conduct code and campus policies on the use, possession, and sale of drugs/alcohol; and educational/information programs to inform the campus community about campus security procedures and crime prevention.
An electronic copy of the Annual Security Report (ASR)can be accessed at the following link:
https://inside.sou.edu/security/statistics.html . A physical copy of the ASR is available at no charge upon request. To request a copy please visit the Campus Public Safety Office at 382 Wightman Street, Ashland OR 97520. For more information call 541-552-6258, or email clerycoordinator@sou.edu .
To apply, please visit: https://sou.wd1.myworkdayjobs.com/en-US/Southern_Oregon_University/job/Southern-OregonAshland-Campus/Executive-Assistant_R0000193-1
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