Executive Assistant and Strategic Initiatives Coordinator

University of Oregon
Campus Planning and Facilities Management

Job no: 528520
Work type: Officer of Administration
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management, Executive/Management/Director

Department: Campus Planning and Facilities Management
Appointment Type and Duration: Regular, Ongoing
Salary: $49,000.00 - $59,000.00 per year
Compensation Band: OS-OA06-Fiscal Year 2021-2022
FTE: 1.0

Application Review Begins
January 31, 2022; position open until filled

Special Instructions to Applicants
To be considered for this position, applicants must submit a complete application.
Complete applications must include an online application, a cover letter, and a resume that confirm how you meet the qualifications for the position.

APPLY at https://careers.uoregon.edu/cw/en-us/job/528520/executive-assistant-and-...

Department Summary
Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. The units of CPFM strive to provide excellent customer service to the University of Oregon campus and operate with the highest professional standards, communicating and collaborating with customers to support the stewardship of the campus.

Campus Planning and Facilities Management is a unit within in the Finance and Administration portfolio. Finance and Administration is a vibrant and varied portfolio serving all aspects of campus life. Our employees perform a wide range of functions including offering essential financial tools and support to the university’s many departments, providing key resources to employees, and keeping campus safe, clean, accessible and beautiful.

Position Summary
The purpose of the Executive Assistant and Strategic Initiatives Coordinator is to manage the administrative and operations functions of the office of the Associate Vice President (AVP) in order to maximize the efficiency, productivity, and impact of the work of the AVP at the university. A broad set of assignments are required in the areas of AVP representation and communications, workflow and project management, confidential administrative support, research and report development, and operations management. The Executive Assistant and Strategic Initiatives Coordinator is expected to exercise discrete and independent judgment in the execution of all tasks. A professional presence in representation of the AVP as well as the department as a whole is a requirement for this position.

The Executive Assistant and Strategic Initiatives Coordinator supports the AVP by assuming responsibility for all administrative functions of the department. The position manages the AVP’s time, calendar, travel, records, communications, and stakeholder relationships. The position also supports the AVP in setting strategic priorities, helping identify the areas where they want to direct their focus, and identifying and tracking metrics for success.

The Executive Assistant and Strategic Initiatives Coordinator plays a key role in personnel management for the AVP’s portfolio, in partnership with the AVP. This includes onboarding new employees, development of staff training programs, creation of team building activities, and tracking of team performance across a portfolio of five CPFM units. The position cultivates and maintains cross-departmental relationships to help drive decisions and enable leadership success. The position plans and leads company retreats, employee engagement activities, organizational newsletters, cross-functional committees, and other team meetings.

The position acts as a project manager for the office of the AVP, overseeing large, cross-functional, organization-wide projects and initiatives. They research, benchmark, analyze data, and make recommendations for operationalizing the AVP’s initiatives. Based on research and benchmarks, the position develops systems and processes to streamline operations across the AVP’s portfolio of units. They may also independently identify and implement initiatives in service to the AVPs strategic goals.

Budget Authority
The Executive Assistant and Strategic Initiatives Coordinator has authority over a $15,000 budget for quarterly events for CPFM. This includes monitoring the RADO budget and has spending authority over the office supplies for CPFM.

This position performs tasks independently on a daily basis. May make decisions about the best method and materials necessary to perform a particular task. They may also include setting priorities, assessing customer needs and responding to those needs. Poor decisions can result in negative customer service experiences and impact budget expenditures.

Work is reviewed regularly by the Supervisor to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. A performance appraisal is conducted annually.

Administrative Programs
This Executive Assistant and Strategic Initiatives Coordinator oversees several critical administrative programs that contribute to the successful operations of CPFM. They include maintaining an active library of Standard Operating Procedures, reviewing and updating all existing procedures to ensure they are still relevant. The CPFM Quest for the Best resulted in several hundred suggestions for improving the unit. This position oversees the implementation of the priority recommendations, tracking progress on the CPFM website. This position oversees the annual update of the CPFM Book of Services, coordinating input from all five directors. Finally, this position tracks, monitors, and updates all Memorandums of Understanding that are entered into by CPFM.

Work Schedule
Typical work hours – 7:30 am to 430 pm

Interactions/contacts occur daily with the campus community in the course of performing work and responding to emergencies.

Position works as a member of a team while frequently performing tasks independently. Decisions may be made about the best method and materials necessary to perform a particular task. They may also include setting priorities, assessing customer needs and responding to those needs

Work is reviewed regularly by the Supervisor to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. A performance appraisal is conducted annually.

Typical work schedule; may be required to work events or non-regular hours, as needed.

It is an essential requirement of this position to qualify for and maintain UO driver's certification eligibility, which includes maintaining an Oregon driver’s license throughout employment in this position.

This unit may provide essential services during times of emergencies and inclement weather. This position may be required to fulfill essential services and functions during these times

Minimum Requirements
• Bachelor’s degree, from an accredited institution, plus a minimum of five (5) experience as a professional executive administrative supporting C-Class Executives.
• Two years of experience with data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; and personnel management.
• Advanced proficiency with Microsoft Outlook, PowerPoint, and Word; intermediate proficiency with Microsoft Excel.

Professional Competencies
• Department Mission: performs duties in a way that advances and supports the mission of the department and university.
• Communication: effectively communicates in oral and written form, including the ability to write and speak on behalf of the Associate Vice President. This includes providing superior customer service.
• Organizational Skills: utilizes time effectively, manages multiple tasks simultaneously exhibiting strong organizational skills emphasizing a proactive approach to projects.
• Prioritization: Performs tasks independently effectively determining priorities in a fast paced environment. This includes paying close attention to detail.
• Collaboration: Works effectively in a diverse team environment creating effective relationships for problem solving and positive interactions. Models a positive attitude and encourages a respectful workplace.
• Safety: Maintain a safe and safety-conscious workplace.

Preferred Qualifications
• Professional experience in a higher education environment.
• Professional experience making travel arrangements for an executive-level position.
• Proficiency with Banner modules.
• Previous experience in a Chief of Staff role to an officer of an organization.
• Previous experience in project or program management.

FLSA Exempt: Yes

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

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, visit http://hr.uoregon.edu/careers/about-benefits.

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