Job Announcement #210-12

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GENERAL DESCRIPTION OF THE POSITION
This position reports to the Director of Budget & Business Services, provides primary administrative support to the Assistant Vice Chancellor for Capital Programs, and serves as receptionist for the Corvallis Chancellor’s Office.

The person in this position exercises considerable independent judgment, advises on, and performs a significant range of system-wide and Chancellor’s Office business services. This employee responds to legislative and institution representatives, the public, and the staff by phone, in writing, and in person.
 
This position is part of the Business Services work group and provides back-up administrative support to executive managers in the Corvallis Chancellor’s Office.  In this capacity, the employee has access to and transmits collective bargaining strategy and employee grievance information, and is relied upon to hold that information in strictest confidence.

The person in this position uses and applies knowledge of the Chancellor's Office business operating environment to make daily decisions. Good judgment, accuracy and consistency in applying policies and procedures are critical in all areas.

SELECTED DUTIES – See full position description for additional detail.

Administrative Support
This position coordinates administrative services in support of the Assistant Vice Chancellor for Capital Programs. Maintains Asst Vice Chancellor’s calendar, arranges travel, schedules meetings, takes notes and produces minutes; assists with a variety of projects, assignments, and presentations; monitors operating budget; serves as backup administrative support person to other executives in the Corvallis Chancellor’s office; assists with confidential collective bargaining meetings and document preparation.

Department Support
Processes Capital and Facilities Planning fiscal transactions; serves as back-up within Business Services for processing accounts payable transactions; manages electronic and hard-copy record keeping systems; assists computing staff to update and maintain the Capital and Facilities Planning web pages.

Office Coordination, Communication, and Reception
Serves as the Corvallis Chancellor’s Office receptionist; processes incoming and outgoing mail and faxes; Assists Chancellor’s Office personnel with broad range of clerical and administrative requests, including copying, filing, coordinating service requests for office equipment maintenance and repairs, scheduling conference rooms and other meeting logistics; coordinates telecommunications services, maintains staff calendar on-line.

Document Preparation, Production, and Maintenance
Composes, types, and formats a variety of correspondence, reports, memos, databases, and other information from rough draft or verbal or written instructions.  Edits documents for spelling, grammar, punctuation, formatting, and readability.  Assists with preparation of presentation materials

EXPERIENCE AND EDUCATION REQUIRED (MINIMUM QUALIFICATIONS)
At least two years of administrative support  experience is  required.

NOTE
This is a security sensitive position.  A criminal background check is required as part of the evaluation for a finalist candidate for this position.

APPLICATION PROCEDURE
For immediate consideration submit the following three documents:  an Oregon University System employment application, a cover letter highlighting your qualifications, and a current résumé. Employment applications can be obtained by contacting the Office of Human Resources at (541) 346-5832 or from our website http://www.ous.edu/dept/hr/employment.php , employment opportunities link.

Send application packet to:
Administrative Assistant #210-12
Attn:  Jackie Thorsness
Controller's Division
P.O. Box 488
Corvallis, OR 97339-0488

Fax:  541-737-0552 or email: Jackie_Thorsness@ous.edu

The Oregon University System is an Affirmative Action/Equal Opportunity Employer committed to development of an inclusive, multicultural higher educational environment.

The Oregon University System consists of seven universities under the control of the governor-appointed State Board of Higher Education. The Chancellor is the System's chief executive officer, with vice chancellors and deputies having responsibilities for Strategic Programs and Planning; Graduate and Research Policy; Enrollment Policy and Community Colleges; K-12 and Teacher Programs; and Finance and Administration.