Southern Oregon University is a welcoming community committed to inclusive excellence and the celebration of diversity. Without diversity, our educational process is diminished. Working together in support of our commitment to diversity, we strengthen and enrich our role as learners, educators and members of a tightly connected global community. We encourage those who share in our commitment to diversity, to join our community and we expect all our employees to demonstrate an ability and desire to create an inclusive campus community.
Department: Office of the President Staff
Salary/Rate: $53,407.56 (@ 1.0 FTE) (This position may be subject to a 20% furlough)
The Executive Assistant (EA) in the Offices of the University Board Secretary and General Counsel reports to the University Board Secretary and the General Counsel. The EA is an administrative position responsible for confidential facilitation and coordination of the activities of the Offices of the University Board Secretary and General Counsel (the Offices) and of the Board of Trustees of Southern Oregon University (the Board), including meeting preparation, document review, copy-editing, and dissemination of information. The EA assists the Offices and its leadership by meeting the administrative needs of the Offices and the Board as well as assisting them with special assignments and projects. The EA will, under the direction of the University Board Secretary, assist the Office of the President with executive support as needed.
Minimum Classification Qualifications:
Bachelor's degree required.
Four years' experience providing administrative support in an executive or similar office required.
Experience with managing department budgets, accounting, and related activities required.
Excellent oral and written communications skills required.
Excellent organizational skills required.
Ability to deal successfully with multiple tasks and managing numerous, competing, high priorities required.
Ability to work with a wide variety of people from different backgrounds and cultures required.
Advanced computer skills in Microsoft Office, including Word, Excel and PowerPoint or similar programs required.
Demonstrated technical skills and ability to provide daily technical support to a small office required.
Willingness to learn new software applications and other technology skills required.
Experience with meticulous project planning and execution
Experience with web content applications
Experience with policies, regulations, administrative rules, statutes, etc.
Experience with public meetings and related laws.
Experience with public records laws and processing public records requests.
Experience working at an institution of higher education.
All Listed Duties:
Administrative and Executive Support – The Executive Assistant performs the following duties and responsibilities in regard to administrative and executive support for the Offices of the University Board Secretary and General Counsel:
Provide daily administrative support to the Offices of the Board of Trustees and General Counsel.
Maintain and monitor the University Board Secretary's and the General Counsel's calendars, setting priorities for time, monitoring deadlines, and obtaining all material and logistics needed for appointments and events.
Professionally draft, type, proofread, and format correspondence, reports, memoranda, presentation materials and other information.
Provide administrative and logistical support in preparation for and during meetings of the Board of Trustees and its committees.
Prepare minutes, following Board and committee meetings.
Ensure that all deadlines and notices associated with the Offices are met.
Diligently maintain confidentiality as appropriate.
As directed, maintain the Board of Trustees' public website and calendars.
Professionally receive and appropriately direct telephone calls, visitors, mail, and other inquiries.
Assist the offices with purchasing, accounts payable, reimbursements, manage the department P-card, and other financial tasks as needed.
Draft communications or other documents for the Offices
Develop and maintain a working knowledge of the university's functions and organizational structure.
Provide outstanding customer service to trustees and stakeholders.
Coordinate meetings involving a large number of individuals with complicated schedules on sensitive matters.
Comfortably, confidentially, and with professionalism interact regularly with important public and private officials, the Board, senior leadership of the university, and the personnel providing administrative support.
Assist in researching, gathering, preparing and delivering confidential information to the Board of Trustees, including information related to the university's various bargaining units.
Maintain a professional appearance and demeanor at all times.
Maintain confidentiality with sensitive information.,
Policy Support – The Executive Assistant performs the following duties and responsibilities with regard to administrative support for the Policy Library:
Under the direction of the General Counsel, maintain the SOU Policy Library database and associated website.
Schedule and prepare drafts and other materials for monthly meetings of the University's Policy Council.
The EA must be able to coordinate across all departments at the University to facilitate responses to inquiries, initiatives and scheduling.
The EA must be able to professionally and collaboratively work with policy owners and responsible offices as well as with staff in the President's Office on policy related matters.,
Other tasks as assigned –
In conjunction with the University Board Secretary and the General Counsel, coordinate SOU's responses to public records request in compliance with state statutes.
Support the General Counsel and University Board Secretary with special assignments.
Serve on various university committees.
Special Instructions to Applicants:
Must be willing to travel and attend training programs off-site for occasional meetings or professional development.
Must be able to work additional hours and adjust working hours to meet project deadlines and requirements. May be called back periodically to perform work as needed.
Must be able to successfully pass a pre-employment background check.
Under the provisions of the Fair Labor Standards Act (FLSA), positions classified as
Internal Number: 8767
About Southern Oregon University
SOU provides career-focused, comprehensive educational experiences to over 6,200 students. Along with an emphasis on student success and intellectual growth, SOU is committed to diversity, inclusion and sustainability. Theoretical and experiential learning programs provide quality, innovative experiences for students. At SOU, students build strong community connections through internships, mentorships, field studies, capstone projects, volunteer opportunities and civic engagement.