Executive Support Specialist 2

Apply now (https://secure.dc4.pageuppeople.com/apply/726/gateway/default.aspx?c=apply&lJobID=533814&lJobSourceTypeID=831&sLanguage=en-us) Job no: 533814

Work type: Classified Staff

Location: Eugene, OR

Categories: Administrative/Professional, Administrative/Office Support, Research/Scientific/Grants

Department: Office of the Vice President for Research and Innovation

Classification: Executive Support Specialist 2

Appointment Type and Duration: Regular, Ongoing

Salary: $20.15 - $30.45 per hour

FTE: 1.0

Positions available:2

Review of Applications Begins

May 22, 2024; position open until filled

Special Instructions to Applicants

With your online application, please provide a resume and a cover letter describing how you meet the minimum requirements, professional competencies, and any preferred qualifications.

Please submit the names and contact information of three professional references. Candidates will be notified prior to contacting references.

This position is located in Eugene but may be eligible for some hybrid work; there is a requirement to be on campus at least 4 days a week.

Department Summary

The Office of the Vice President for Research and Innovation (OVPRI) advances world-class research, scholarship, and innovation at the University of Oregon, a top-tier public research institution. The OVPRI oversees sponsored research, research compliance, technology transfer, research communications, and research development at the University of Oregon (UO), as well as numerous high-profile research centers and institutes and core research facilities. OVPRI provides opportunities for faculty across the university to collaborate on research efforts that are inherently interdisciplinary and of significant societal importance. As a university that holds the distinction of a “very high research activity” ranking in the Carnegie Classification of Institutions of Higher Education, the UO is also one of only two Pacific Northwest members of the Association of American Universities (AAU). Visit research.uoregon.edu to learn more.

The OVPRI is committed to a respectful work environment. We value the cultural, educational, and life experiences of each employee. We believe that a diverse workforce enables us to deliver culturally responsive services to all members of our community. As part of our commitment to diversity, equity, and inclusion, we welcome, respect, and foster a sense of belonging for a wide range of identities and experiences in our workforce. We strongly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and/or LGBTQIA+ community members.

OVPRI proactively supports the creation of a diverse, equitable, and inclusive research community. We act upon the deep belief that diverse, equitable, and inclusive research environments are fair and just, and are necessary to accelerate discovery and innovation. In partnership with UO’s Division of Equity and Inclusion, we utilize the IDEAL Framework to guide our practices.

Position Summary

The Executive Support Specialist 2 (ESS2) supports the Office of the Vice President of Research and Innovation administration staff. The ESS2 is a vital member of the OVPRI Executive Support team and works closely with leadership, Research Finance and Business Administration (RFBA), University HR, University Travel, and relevant central university offices on strategic planning and operational direction based on OVPRI needs and priorities. The position is responsible for day-to-day office operations, independent problem-solving, and overall smooth functioning of the multiple locations and spaces across the OVPRI.

This position maintains and improves the operating systems that are key to research office operations, regularly exercising independent judgment, and developing local unit procedures for financial and office resources. The ESS2 interprets and applies the appropriate policies/procedures and rules/regulations to ensure compliance and to facilitate the efficient functioning of operations at OVPRI, in collaboration with the Executive Support team. The ESS2 serves as point-of-contact for providing direction and information to research and university staff, students, and visitors of OVPRI. This position is accountable to accomplish goals and objectives set by the OVPRI Executive team and Executive Support team, and must have high-functioning organizational skills, attention to detail, adherence to confidentiality, and discretion. This position is responsible for participating in leadership meetings and providing the leadership team with assessments of emerging operational problems or concerns, and works closely with all levels of administration and staff to resolve issues.

The ESS2 will act as the travel support coordinator for OVPRI executives. This position will serve as the research office’s subject matter expert for travel, including coordination with the University travel office, interpreting and advising travelers on university policies, developing and refining processes, conducting and attending trainings, and assisting with the completion of travel expense reports.

The position provides backup to the Executive Assistant to the VP and reports to the Chief of Staff. This position has access to sensitive and confidential issues, and must maintain strict confidentiality. This position may provide support and supervision for up to three student workers.

We strive to be champions for building and supporting a community that reflects a rich variety of racial and ethnic, socioeconomic, gender, sexual orientation, accessibility, cultural, and intersectional identities. Successful candidates will demonstrate a commitment to embed the principles of diversity, equity, and inclusion practices throughout their work and engagement in the UO community.

Minimum Requirements

• One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Professional Competencies

• Exceptional time management skills, with strong attention to detail in composing, typing, and proofreading materials.

• Excellent planning and project prioritization skills; ability to manage multiple, sometimes competing priorities while maintaining a high level of customer service.

• Ability to work independently as well as in a collaborative team environment.

• Demonstrated ability to learn, understand, explain, and comply with policies, rules, and regulations.

• Ability to handle sensitive and confidential situations and demonstrated commitment to the highest standards of confidentiality and integrity.

• Ability to work effectively and collaboratively with diverse internal and external colleagues and maintain a commitment to/respect for those from a broad array of cultures and backgrounds, in support of an inclusive environment.

• Demonstrated excellent communication skills to facilitate the effective exchange of information between OVPRI and project collaborators.

• Ability to utilize computer applications to achieve tasks involving word processing, spreadsheets, document imaging, databases, email, and calendaring software.

Preferred Qualifications

• Bachelor's degree.

• Experience in a fast-paced higher education or research-intensive environment with responsibility for managing and prioritizing multiple tasks and projects.

• Experience coordinating travel arrangements and reimbursements.

• Experience with BANNER, Concur and/or similar information systems.

• Experience with project planning and financial oversight.

• Experience with functions in a unionized workforce and applying understanding to collective bargaining agreements.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visithttp://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us atuocareers@uoregon.eduor 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination (http://studentlife.uoregon.edu/nondiscrimination) .

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online athttps://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

Advertised: May 6, 2024 Pacific Daylight Time

Applications close: