What are the responsibilities and job description for the Administrative Assistant to the Associate Deans position at Oregon State University?
Administrative Assistant to the Associate Deans
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Please see Special Instructions for more details.
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact:
Laura Blackwell
Laura.blackwell@oregonstate.edu
(541) 737-8809
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
Starting salary within the salary range will be commensurate with skills, education, and experience.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.
Position Details
Position Information
Department
Liberal Arts Admin (CLA)
Position Title
Administrative Assistant To
Job Title
Administrative Assistant to the Associate Deans
Appointment Type
Professional Faculty
Job Location
Corvallis
Benefits Eligible
Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
The College of Liberal Arts is seeking an Administrative Assistant to the Associate Deans. This is a full-time (1.00 FTE), 12-month, professional faculty position.
This position provides a mixture of critical administrative support to the Associate Deans of the College of Liberal Arts and to the general operations of CLA Administration and the CLA Dean’s office. For the Associate Deans, the Administrative Assistant schedules appointments and meetings, composes and completes correspondence, compiles information for meetings and reports, and responds to inquiries via email and telephone. The AA also provides operational support and general assistance to other members of CLA administration. Activities include administrative work in support of a wide range of activities, such as office management, purchasing, projects, meetings, events, and travel coordination. Responsibilities require technical proficiency, anticipatory skills, decision-making, and professional judgement. These diverse activities are often performed independently in an environment that is sensitive and highly visible to the college’s constituents. Works under frequent short deadlines and multiple time demands.
There is significant interpersonal interaction and access to sensitive information, requiring excellent communication skills, discretion, sound judgement, diplomacy, and professionalism. The AA will bring a continuous improvement approach to their work, always seeking ways to improve and enhance systems and performance.
This position provides a mixture of critical administrative support to the Associate Deans of the College of Liberal Arts and to the general operations of CLA Administration and the CLA Dean’s office. For the Associate Deans, the Administrative Assistant schedules appointments and meetings, composes and completes correspondence, compiles information for meetings and reports, and responds to inquiries via email and telephone. The AA also provides operational support and general assistance to other members of CLA administration. Activities include administrative work in support of a wide range of activities, such as office management, purchasing, projects, meetings, events, and travel coordination. Responsibilities require technical proficiency, anticipatory skills, decision-making, and professional judgement. These diverse activities are often performed independently in an environment that is sensitive and highly visible to the college’s constituents. Works under frequent short deadlines and multiple time demands.
There is significant interpersonal interaction and access to sensitive information, requiring excellent communication skills, discretion, sound judgement, diplomacy, and professionalism. The AA will bring a continuous improvement approach to their work, always seeking ways to improve and enhance systems and performance.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.
FACTS:
• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
- 1 of 3 land, sea, space and sun grant universities in the U.S.
- 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100 undergraduate degree programs, 80 graduate degrees plus hundreds of minor options and certificates
• 35k students including more than 2.3k international students and 10k students of color
- 217k alumni worldwide
- For more interesting facts about OSU visit: https://oregonstate.edu/about
Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.
Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.
Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:
• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
- Retirement savings paid by the university.
- A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
- Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU’s safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.
Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
55% – Administrative Services and Support
- Provide calendaring, scheduling, and administrative support to the Associate Deans– calendaring can be a complicated process including responding to requests, anticipating scheduling needs, constant application of independent judgement to evaluate priorities, and making appropriate adjustments to schedules when needed.
- Serve as the liaison between the Associate Deans and College units and programs. Attend meetings to provide necessary administrative support to the Associate Deans and to prepare and maintain record of the meetings.
- Serve as a liaison with faculty, staff, students, stakeholders, community members on behalf of the CLA Dean’s Office, including phone, email, and in person interactions including greeting all visitors who enter the office.
- Drafts and/or edits correspondence and other documents; assists with presentation preparation, including use of PPT. Research and compile information and data into reports in support of special projects.
- Assist with initiatives and special projects, including tracking and coordination of information, responses, and timelines in response to internal and external requests.
- Make travel arrangements for individuals and groups – includes determining and booking most appropriate travel itinerary according to business and personal needs, preparation of documents prior to and following travel, securing reservations for air, car, other travel, lodging, registrations, and various other logistics. Process travel and personal reimbursements.
- Coordinate guest/visitor visits, including assistance with travel, logistics on campus and within the community, and responding to specific requests or needs.
- Assist with event and meeting planning and coordination, including communications, meeting room and venue reservations, catering, meeting materials, invitation management, and other logistics. This includes a variety of events over the course of the year.
- Provide reception and customer service. Responsible for covering the office during regular business hours and/or coordinating with others to be sure the office is covered.
- Support of the Promotion and Tenure, CLA Committees Elections, CLA Faculty and Staff Awards, and CLA Outstanding Seniors Awards processes, which are highly confidential and require specific attention to detail, accuracy, and firm timelines.
- In consultation with the Associate Dean, completes all tasks relating to budget and HR support for the MAST degree.
- MAST scheduling and assists with MAST assessment
- Assist with technology needs for Associate Deans and MAST faculty.
40% Operations Support
- Manage the reservation, coordination, and preparation of the CLA Conference Room for meetings.
- Manage the processing and submission of invoices; maintain department T&E card.
- Provide administrative and logistical support for executive search committees, other committees, and task forces.
- Responsible for a variety of activities related to maintaining the office environment, including ordering office supplies and equipment, dusting, watering plants, running errands, etc., maintain and operate office equipment; maintain break room.
- Maintain responsibility for incoming and outgoing mail; maintain CLA phone list and CLA All, School Directors, and CLA Leadership Team Email distribution lists.
- Liaise with OSU telecommunications, information technology, facilities services, recycling services, surplus property, transportation services, and various other offices as needed.
- Submit facilities requests for repairs and/or cleaning. Follow up accordingly to ensure the timeliness of the requests.
- Organize and maintain files.
- Perform on campus deliveries and errands.
- Perform other duties as assigned.
5% Collective Bargaining
- As required by University Human Resources, collects and organizes department strike plan information from assigned units for management. Attends confidential meetings for strike planning and preparation. In the event of a strike, represents management’s interests by assisting UHR with records administration activities as part of the University strike plan. Could be changed to other duties as assigned if this is removed.
What You Will Need
- Bachelor’s degree in Business Administration, Communications or related field and three years of experience providing advanced administrative support within a fast-paced, active, and professional environment; or equivalent combination of education, knowledge, and experience;
- Ability to work professionally with people from all levels of the University and with individuals outside of the University;
- Demonstrated ability to take initiative, proactively problem-solve, work independently and as part of a team;
- Ability to continuously and rapidly provide a very high level of responsiveness and exceptional customer service;
- Ability to plan and execute events;
- Calendar management experience; ability to schedule meetings for individuals and groups;
- Excellent verbal and written communication skills;
- Strong organizational and planning skills;
- Demonstrated attention to detail; precision in proofreading and accuracy in all data management and correspondence;
- Demonstrated ability to exercise and maintain excellent judgment, discretion and confidentiality and ability to determine when it is necessary/appropriate to make referrals;
- Ability to work well with people of diverse backgrounds; sensitivity to other cultures, politics, value systems.
- Ability to manage short deadlines, prioritize projects and respond with flexibility and professionalism to urgent or unexpected requests;
- High level of computer literacy: experience with Microsoft Office applications, including Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint); web-based applications; experience with Zoom, Teams, and the like; ability to learn new technologies and software.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
- Familiarity with Banner or Core Reports
- Bachelor’s degree in a Liberal Arts discipline
- An appreciation for the value of a Liberal Arts education
Working Conditions / Work Schedule
This position is site-based in the CLA Administrative Suite on the Corvallis Campus.
Pay Method
Salary
Pay Period
1st through the last day of the month
Pay Date
Last working day of the month
Recommended Full-Time Salary Range
$65,500-$75,000
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/19493
Posting Detail Information
Posting Number
P09621UF
Number of Vacancies
1
Anticipated Appointment Begin Date
02/16/2026
Anticipated Appointment End Date
Posting Date
12/18/2025
Full Consideration Date
Closing Date
01/01/2026
Indicate how you intend to recruit for this search
Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:
1) A resume/CV; and
2) A cover letter indicating how your qualifications and experience have prepared you for this position.
You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.
For additional information please contact:
Laura Blackwell
Laura.blackwell@oregonstate.edu
(541) 737-8809
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
OSU will conduct a review of the National Sex Offender Public website prior to hire.
Starting salary within the salary range will be commensurate with skills, education, and experience.
OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.
Supplemental Questions
Salary : $65,500 - $75,000