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Executive Assistant (Part-Time 20 hours a week)

Company background

INTO Oregon State University (INTO OSU) is a 50/50 partnership between INTO University Partnerships and Oregon State University. The partnership was established in 2008 to help drive the University's internationalization agenda with the intent of raising its brand and profile, establishing itself as an international research-intensive university and transforming the profile of its international student body as well as enhancing the overall student experience. The partnership established and operates a campus-based state-of-the-art international pathway center that currently serves more than 1000 international students in a variety of academic and English language programs.

Oregon State University is an international public research university located in Corvallis, one of the safest, smartest, greenest, small cities in the nation. Oregon State is the state’s Land Grant University and is one of only two universities in the U.S. to have Sea Grant, Space Grant, and Sun Grant designations as well. With 11 colleges, 15 Agricultural Experiment Stations, 35 county Extension offices, the Hatfield Marine Science Center in Newport, and OSU-Cascades in Bend, Oregon State has a presence in every one of Oregon’s 36 counties.

INTO University Partnerships collaborates with leading universities to provide international students with a personalized and highly supportive learning environment in which to acclimate to life on a US university campus and prepare for long term academic success. Since 2006, INTO has launched partnerships to internationalize 24 universities in the US, UK, and Asia, including Oregon State University, University of South Florida, Colorado State University, Marshall University, George Mason University, Drew University, Saint Louis University, The University of Alabama at Birmingham, Washington State University, Suffolk University, and Illinois State University.

Reports to

Director of Academic Programs

Department

Academic

Primary Purpose

The Executive Assistant provides high-level, confidential administrative support to the Director of Academic Programs and more widely to the INTO OSU academic team. The Executive Assistant will have access to confidential information and other sensitive information and will need to exercise good judgment and discretion in the performance of job duties. This position reports to the Director of Academic Programs, and may also assist other members of the academic team as requested by the Director of Academic Programs.

The Executive Assistant represents the INTO OSU Center and acts on behalf of the Director of Academic Programs when providing or receiving information, when scheduling and arranging appointments, meetings, and conferences, and when performing special projects or assignments. The Executive Assistant deals with sensitive issues which require confidentiality, and the individuals involved must be handled with tact, diplomacy and a solid understanding of FERPA regulations.

Essential Duties and Responsibilities

• Assist the Director of Academic Programs in developing long and short range operational goals and assist in accomplishing those goals and objectives.

• Oversee and update academic team-related information on the INTO OSU website and academic team shared drive: includes maintaining and compiling administrative policies; faculty directories etc.

• Maintain and keep up-to-date internal information records such as the supervisor and desk list; the record of professional development; the special projects record etc.

• Take a lead role in overseeing, compiling and editing documentation and reports for projects and processes such as the CEA accreditation process, and the INTO OSU Board report.

• Act as a liaison between the INTO OSU Center and OSU HR for OSU employee HR processes.

• Act as the principle administrator for OSU and INTO OSU academic team searches.

• Coordinate and administer academic team new staff orientation schedules and events.

• Assist with the logistics relating to facilities and space pertaining to the academic team.

• Plan and coordinate logistics for external and internal visitors including interview candidates; visiting staff trainers etc.

• Prepare minutes for Academic Team meetings.

• Prepare materials for meetings and provide logistical support.

• Manage daily schedules and arrange meetings for the Director of Academic Programs and other members of the academic team when needed using Outlook calendars.

• Make travel arrangements and provide detailed schedules for travel for Directors and other staff members as assigned.

• Make arrangements for professional development events for members of the INTO OSU team including travel, accommodation, registration etc.

• Act as administrator and organizer for academic team events such as the termly Professional Enrichment Days; Faculty Forum; end-of-term events etc.

• Communicate and liaise with on and off-campus academic team stakeholders by phone, email and in meetings.

• Assist in building, developing and maintaining relationships with on-campus partners and stakeholders.

• Process expense reports and process credit card invoices.

• Provide assistance with daily tasks and special projects as assigned.

• Other duties as assigned.

Minimum Qualifications (Skills, Knowledge and Experience)

• Two years experience providing administrative or executive support for senior administrators.  (Administrative support typically includes duties such as:  scheduling meetings and travel, keeping track of expenses for directors, providing assistance with daily tasks, and special projects as assigned.) One year of postsecondary education may be substituted for up to one year of the experience.

• Proficient with Microsoft Office.

• Excellent interpersonal, oral and written communication skills.

• Excellent organizational skills.

• Ability to work in a demanding, fast-paced environment with multiple priorities and timelines.

• Demonstrated ability to work independently and as a productive member of a team.

• Applicant must pass a background check and have the ability to be legally employed in the U.S. (please note this position does not have visa support)

Preferred Qualifications

• Overseas living experience and foreign language competence.

• Experience working in higher education.

• Demonstrable commitment to promoting and enhancing diversity.

Salary/Perks

Part-time, $14.00 to $18.00 an hour depending on experience.

How to apply

Please submit the following in Word or PDF format:

1. Cover letter

2. Resume

3. Contact information for three professional references

Link to apply:

Please apply by 5pm, October 22, 2018.

INTO University Partnerships provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. INTO University Partnerships complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

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