The Office Manager & Dean's Executive Assistant provides high-level confidential administrative support to the College of Education (COE), manages the Dean's Office operations, and manages COE special projects.
Essential functions as the Office Manager:
Ensure the smooth operation of the Dean's Office by developing, implementing and maintaining office policies and procedures, organize and maintain the workings of the Office of the Dean, including but not limited to, procurement card custodian and manager, processing of expense reports and credit card statements;
Order supplies for the COE dean's office, and kitchen, record, and database maintenance requests and basic bookkeeping;
Serve in DAS role for the travel authorization/reimbursement process for Dean's office administration. Authorize airline bookings for senior administration which includes the Dean, Associate Dean, and Senior Fiscal Officer as well as their direct reports' travel needs while maintaining travel authorization and budgetary guidelines.
Essential functions as the Dean’s Executive Assistant:
Attend, and complete assignments assigned in management meetings;
Assist the Dean and Associate Dean in formulating and implementing College policy and procedure;
Manage the Deans' calendars;
Review and prioritize correspondence;
Coordinate Dean's travel arrangements, authorizations, and reimbursements.
This position requires excellent organizational skills and interpersonal skills, exceptional judgment to facilitate collaboration and communication among diverse groups, and the ability to proactively solve problems and/or independently handle a variety of complicated and confidential issues.
Three years of administrative support, to include a minimum two years of administrative support at an executive level.
Office management/coordination experience.
Experience in managing correspondence, travel, calendar of an executive.
Sound management skills and ability to prioritize and multi-task to meet goals and deadlines.
Demonstrated ability to work as part of a team providing efficient, senior-level administrative support.
Strong oral and written communication skills.
Proficiency with fiscal systems and experience with enterprise-wide software such as Banner.
Strong interpersonal skills and an enthusiasm for the mission of the organization.
Demonstrated ability to maintain confidentiality.
Ability to remain calm in a fast-paced environment and work well with and assist a diverse clientele.
Self-directed, proactive and demonstrated ability to initiate activities.
Experience with general office procedures related to financial tasks such as paying invoices and ordering supplies.
A working knowledge of appropriate computer software including Google calendar and mail, and Microsoft Office Suite.
A working knowledge of higher education in general and Portland State University in particular.
Experience in Banner, DataMASTER and PeopleAdmin.
Internal Number: 32500
About Portland State University
Located in Portland, Oregon, one of the nation's most livable cities, the University's innovative approach to education combines academic rigor in the classroom with field-based experiences through internships and classroom projects with community partners. The University's 49-acre downtown campus exhibits Portland State's commitment to sustainability with green buildings, while many of the 124 bachelor's, master's, and doctoral degrees incorporate sustainability into the curriculum. PSU's motto, "Let Knowledge Serve the City," inspires the teaching and research of an accomplished faculty whose work and students span the globe. PSU seeks talented individuals who understand our values and strategic goals and enjoy sharing ideas and collaborating in an environment of mutual respect to achieve those values and goals. We are committed to leading through engagement and seek individuals who support this strategy. Engagement describes Portland State's collaborative approach to the exchange of knowledge and resources with local, regional, national, and global partners for mutual benefit of students, faculty, and the community. As a component of the Diversity Action Plan and the President's... Strategic Mission of achieving global excellence, Portland State University strives to become an institution that is recognized nationally and internationally for the accomplishments of its faculty, the reputation of its programs, and the preparation of it students as world citizens. For more information visit http://www.pdx.edu/about-portland-state