Executive Support Specialist 1

University of Oregon
Campus Planning and Facilities Management

Job no: 528477
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support

Department: Campus Planning & Facilities Management
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $15.81 - $23.49 per hour
FTE: 1.0

Review of Applications Begins
Position closes November 28, 2021

Special Instructions to Applicants
To be considered for this position, applicants must submit a complete application including an online application, a cover letter, resume and answers to the following supplemental questions:
1. Describe your experience providing technical, administrative, and general office support for a number of staff members. Include the types of staff support activities in which you've been involved or for which you've been responsible.
2. Describe your experience managing office accounting and procurement activities.

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. We plan, build, maintain, and operate the infrastructure that supports the University of Oregon's mission of exceptional teaching, discovery, and public service. As stewards of a physical legacy, we enable the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.

Campus Planning guides the planning and design of campus to accommodate growth and change while preserving its heritage and enriching environments that support the university's mission. We aspire to work collaboratively to create an exceptional and special campus experience through the physical campus environment. Campus Planning offers services in campus planning, community and transportation planning, historic preservation, real estate management, and space planning.

VPFA Employee Spotlight: https://vpfa.uoregon.edu/vpfa-employee-spotlight

Position Summary
The Executive Support Specialist 1 position provides confidential and critical support to the Director of Campus Planning; participates fully in all-staff Campus Planning meetings, and is a key member of the Space Management Team, responsible for activities involving space verifications and other utilization and efficiency studies.

Generally, the position speaks on behalf of the Director in general office matters, manages the Director’s schedule, acts independently and responds to inquiries, addressing issues as necessary; represents the Director in groups or committees; and independently completes assignments received directly from administrative-level personnel.

Additionally, the position oversees all office business functions and supports the work of Campus Planning staff such as scheduling meetings and travel arrangements; and conducting research and preparing graphic productions and displays for analyses and reports.

The incumbent will also independently manage accounting activities and assist with budget duties related to Campus Planning, including overseeing all office procurement and maintaining proper documentation to ensure funds are reported correctly to assist the Director of Campus Planning in budget administration and compliance.

Finally, the incumbent will manage consultant contracting, including drafting standard contracts for planning and real estate activities and tracking consultant services by phase to conform with contractual limits.

These activities require a high level of detail and accuracy as well as independent decision-making and initiative.

This position is responsible for working within multiple guidelines, including but not limited to State of Oregon, Federal, and University laws, policies and regulations, including University Purchasing and Contracting procedures, UO Banner Guide policies and procedures, Oregon Administrative Rules related to public contracting and to PCS retainer agreements, and the online Handbook for Managerial, Administrative, and Clerical Employees.

Interactions/contacts occur daily with the campus community in the course of performing work and responding to requests. The successful candidate will have the ability to work effectively with faculty, staff, students and outside customers from a variety of diverse backgrounds.

This 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.
Responsibilities may also include setting priorities, assessing customer needs, and responding to those needs.

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

Minimum Requirements
Three years of clerical/secretarial experience which included:
• One year at a full performance level performing typing, word processing, or other generating of documents; and
• Lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
No substitution will be made for the one year at the full performance level.

Professional Competencies
• Ability to independently perform multiple tasks with accuracy and efficiency with a high attention to details
• Ability to prioritize assignments and needs
• Possesses strong writing and editing skills.
• Knowledge of and skill in Microsoft Office programs
• Demonstrates skill in performing office management functions.
• Maintains a respectful workplace and models a positive and proactive attitude by working effectively in a diverse team environment and creating effective relationships for problem-solving and positive interactions.
• Provides superior customer service through excellent skills in communicating orally and in writing with a variety of people, answering questions, and gathering and exchanging information.
• Pays close attention to detail and is organized.
• Takes initiative, looking for what needs to be done and completing the task.
• Performs duties in a way that advances and supports the mission of the department and university.
• Demonstrates ability to maintain a safe and safety-conscious workplace.
• Models the highest ethical standards.

Preferred Qualifications
• Experience performing administrative duties in support of agency projects or programs
• Experience with data collection and analysis
• Experience with project evaluation and analysis
• Experience with interpretation of laws, rules and regulations
• Experience with webpage management.
• Advanced experience with tools/software for word processing and spreadsheets.
• Experience with basic accounting/bookkeeping including 10-key.
• Experience drafting and managing contracts.
• Experience in a college or university setting.
• Experience with the Banner financial system and Concur for Travel and Procurement.

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

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