Job no: 527404
Work type: Classified Staff
Location: Eugene, OR
Categories: Administrative/Office Support, Administrative/Professional
Department: Campus Services - Finance and Administration Shared Services
Classification: Executive Support Specialist 1
Appointment Type and Duration: Regular, Ongoing
Salary: $15.81 - $23.49 per hour
Review of Applications Begins
Posting closes June 10th, 2021
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 resume, which describe how applicants meet the Minimum and Preferred Qualifications.
Finance and Administration Shared Services (FASS) provides service specific to four business functions - budget and finance, accounting and purchasing, human resources, and information technology - to several departments within 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.
FASS-supported units include:
• Campus Planning and Facilities Management: Campus Planning, Design and Construction, Facilities Services, Utilities and Energy, and the Office of Sustainability
• Safety and Risk Services: UO Police Department, Emergency Management and Fire Prevention, Risk Management and Environmental Health and Safety, and Campus GIS
• Campus Services: Transportation Services, Printing Services, and FASS.
Altogether, the units supported by FASS consist of more than 500 employees and a have budgets totaling more than $60 million. The department vision is to develop a service organization that competes with the best in conveying expertise, efficiency, and service quality while creating a conduit for centralized policies and procedures to be quickly and appropriately disseminated to various departments.
The purpose of the Administrative Coordinator is to provide critical and confidential executive support for the Senior Director of Finance and Administration Shared Services. This position speaks on behalf of the Senior Director as delegated, acting independently and using good judgment to respond to inquiries and address issues as necessary. The position is also responsible for overseeing the office and administrative functions for all units within FASS and serving in a backup capacity to the FASS Customer Service Center team. The Administrative Coordinator interacts with a highly diverse group of individuals, providing accurate and timely information in a confidential manner. The position supports the Finance and Administration Shared Services leadership team; responsibilities include managing the Senior Director’s schedule, assisting with other scheduling functions for other FASS groups, preparing analysis and leading discussions on assigned projects. The Administrative Coordinator is expected to exercise independent judgment in the execution of all tasks.
Interactions and contacts occur daily with the campus community in the course of performing work and responding to emergencies. A successful employee will have the ability to work effectively with faculty, staff and students from a variety of diverse backgrounds.
This position works as a member of the FASS leadership team and the Customer Service Center team, while frequently performing tasks independently.
Work is reviewed and delegated by the Senior Director of Finance and Administration Shared Services to ensure it is performed efficiently, safely, and meets both expectations and applicable requirements. This position operates with a high degree of independence, and frequently makes independent decisions on both projects and daily work that affects senior management. A performance appraisal is conducted annually.
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.
• Able to independently perform multiple tasks with accuracy and efficiency with a high attention to details.
• Ability to prioritize assignments and needs.
• Must possess very strong writing and editing skills.
• Able to maintain a courteous, professional demeanor in dealing with a highly diverse group of individuals.
• Maintain a respectful workplace and model a positive and proactive attitude.
• Skill with working effectively in a diverse team environment and create effective relationships for problem solving and positive interactions.
• Maintain a safe and safety-conscious workplace.
• Provide superior customer service.
• Excellent organizational and time-management skills.
• Advanced proficiency with Microsoft Outlook and Word; intermediate proficiency with Excel, PowerPoint, and other Microsoft Office applications.
• Experience performing administrative duties in support of agency projects or programs.
• Experience with professional presentations.
• Experience with project evaluation and analysis.
• Experience with Visio.
• Professional experience in a higher education environment.
• Two (2) year or higher degree from an accredited institution.
• Professional experience making travel arrangements for an executive-level position.