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Administrative Assistant to the Executive Director & Operations Administrator

Oregon State University

Oregon State University

Administration, Operations
Oregon, USA · Corvallis, OR, USA
USD 60k-75k / year
Posted on Nov 25, 2025
Position Information
Department Educ Opportunities Progm (MSA)
Position Title Administrative Assistant To
Job Title Administrative Assistant to the Executive Director & Operations Administrator
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
The Educational Opportunities Program is seeking an Administrative Assistant to the Executive Director and Operations Administrator. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The Administrative Assistant to the Executive Director & Operations Administrator reports directly to the Executive Director of Educational Opportunities Program (EOP), who oversees a broad portfolio of units, including Precollege Programs, Student Success and Belonging (SSB), TRIO Student Support Services (SSS), TRIO Upward Bound, the College Assistance Migrant Program (CAMP), the High School Equivalency Program (HEP), Finish in Four, Reaching Our Opportunities Through STEM (ROOTS), and STEM Leaders initiatives.

This position provides confidential administrative support and project management to the Executive Director and portfolio units. Additional responsibilities include operational support, management of the Executive Director’s schedule and travel, procurement, human resources coordination, office processes, meeting and event planning, facilities management, developing communications, reports, meeting minutes, collecting data related to various issues, and supervision of student front office assistants. The position also plays a key role in assisting EOP leadership with program assessment efforts and supporting the development of materials, messaging, and data-informed narratives that help “tell the EOP story” and elevate awareness of the program’s mission, impact, and student success outcomes. This position serves as the Executive Director’s liaison with the EOP team, students, key campus partners, and community members. This position ensures departmental goals are met and policies and procedures are developed and effectively implemented.

As a member of the EOP leadership team, the Administrative Assistant to the Executive Director & Operations Administrator advances EOP’s mission of expanding access to higher education. The role requires sound judgment, initiative, anticipatory skills, high attention to detail, strong organization and communication abilities, conflict resolution abilities, and the capacity to act decisively in a fast-paced, student-centered environment.
Why OSU?
Working for Oregon State University is so much more than a job!
Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.


FACTS:
• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide
• For more interesting facts about OSU visit: https://oregonstate.edu/about


Locations:
Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport.

Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.


Total Rewards Package:
Oregon State University offers a comprehensive benefits package with benefits eligible positions that is designed to meet the needs of employees and their families including:

• Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents.

• Free confidential mental health and emotional support services, and counseling resources.

• Retirement savings paid by the university.

• A generous paid leave package, including holidays, vacation and sick leave.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.

• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.

• Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.

Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU’s safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
Key Responsibilities
50% Executive and Administrative Support
  • Manage and coordinate the complex calendar, travel, meetings, and event planning for the Executive Director, ensuring timely preparation and briefing materials.
  • Draft, edit, and distribute correspondence, agendas, meeting notes, and reports representing the policies and intent of the Executive Director.
  • Prepare and maintain confidential or sensitive correspondence, records and information, exercise discretion and sound judgment.
  • Communicate directives and information from the Executive Director to EOP staff, campus partners, and external stakeholders.
  • Independently research, locate, assemble, edit, analyze and summarize material, information and data to prepare reports and background materials for decision-making.
  • Assist the Executive Director with tracking performance evaluation schedules and coordinating evaluation meetings for direct reports, while working with supervisors across EOP to ensure all performance evaluations are completed on time.
  • Execute fiscal and budget responsibilities, including preparing, reconciling, and creating reports to inform the Executive Director’s budget decisions.
  • Act as subject matter expert on OSU’s Concur system, processing the Executive Director’s expenditures, invoices, reimbursements, and travel-related tasks; provide occasional guidance and limited assistance to EOP staff while ensuring individuals remain responsible for their own entries.
  • Maintain the Executive Director’s purchasing card, including documentation and processing.
  • Contribute to a positive and collaborative team culture by fostering open communication across EOP units and supporting the Executive Director in addressing sensitive student, personnel, or operational challenges.
  • Serve as a liaison between the Executive Director and internal/external constituents, ensuring clear, timely, and tactful communication that reflects positively on EOP.
  • Provide administrative management of central office operations, including ensuring a welcoming environment and high-quality service to students, staff, families, and visitors.
  • Oversee departmental communication channels (phones, shared inboxes, distribution lists).
  • Manage mail distribution and office opening/closing procedures.
  • Coordinate IT support and submit facilities management requests as needed, ensuring EOP spaces are cleaned appropriately.
  • Assist with Waldo Hall building access, room reservations, and space coordination.
  • Develop, implement, and maintain office systems, policies, and processes for effective workflow and compliance with university standards.
30% Operations, Project Management, and Departmental Support
  • Collaborate with EOP leadership to identify unmet needs and develop strategies for providing effective administrative and operational support.
  • Collaborate with EOP leadership to support departmental programming, initiatives, and student-focused events, ensuring they are well-organized and of high quality.
  • Assist with departmental assessment efforts by tracking data, compiling reports, and preparing documentation and supporting the development of materials, messaging, and data-informed narratives that help “tell the EOP story” and elevate awareness of the program’s mission, impact, and student success outcomes.
  • Develop, generate, and manage departmental communications, including emails, website updates, newsletters, program highlights, and information monitors.
  • Assist with coordinating First Generation College Student Day in collaboration with campus partners and college leadership.
  • Support staff recruitment processes by serving as search coordinator and assisting with onboarding and offboarding.
  • Develop, coordinate, and communicate the EOP Emergency Operations Plan for each unit.
  • Assist the Executive Director with handling sensitive issues, identifying unit needs, problem-solving, and conflict resolution to help facilitate collaboration.
  • Develop, coordinate and execute team-related activities and gatherings that contribute to a supported and engaged departmental culture.
  • Hire, supervise, train, mentor, and evaluate EOP student office assistants.
  • Manage short- and long-term projects as requested by the Executive Director and EOP leadership, including researching topics, gathering and synthesizing information, and engaging with campus and community partners.
15% Budget and Resource Management
  • Assist with budget planning by analyzing data, identifying trends, and making projections.
  • Monitor accounts, reconcile transactions, and prepare budget summaries and reports for the Executive Director.
  • Provide supplemental support for unit-level budget processes related to scholarships, programming, and grants.
  • Track deadlines for scholarship cycles and grant compliance reporting.
  • Provide administrative support for EOP unit grant activities, including pre- and post-award processes, in collaboration with unit leads, the Director of Grant Development, Integration & Reporting, and OSU research offices.
  • Ensure procurement processes are completed accurately, timely, and in alignment with university and state policies.
  • Support the Executive Director in the annual merit increase process by assisting with the communication of notices to staff.
5% University Service, Professional Development, and Other Duties
  • Accept additional responsibilities and assignments at the direction of the Executive Director.
  • Contribute to a positive and productive work environment and maintain respectful professional relationships.
  • Attend and actively engage in staff meetings, training, and professional development opportunities, as budget allows.
  • Collaborate regularly with co-workers, campus partners, and community members to achieve shared departmental and university goals.
  • Serve on campus committees and work groups as appropriate.
What You Will Need
  • Bachelor’s degree in Business Administration, Public Administration, Communications, Education, or other field appropriate to the work.
  • Three years of experience providing administrative or project management support to an administrator or department.
  • Experience supervising professional staff or student workers.
  • Strong organizational and time management skills.
  • Strong adaptability and problem-solving skills with high attention to detail.
  • Proficiency with Microsoft Office Suite, Zoom, and other technology tools or video-conferencing platforms.
Demonstrated ability to:
  • Anticipate needs, take initiative, and work independently while managing multiple priorities.
  • Communicate effectively (strong written and verbal skills) with varied audiences and maintain confidentiality.
  • Collaborate productively as a member of a diverse team and contribute to a respectful and productive work environment.
  • Coordinate, track, and complete projects and services from set up to completion with accuracy and timeliness.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.
What We Would Like You to Have
  • Experience in higher education.
  • Knowledge of Oregon State University policies, procedures, and systems (e.g., Banner, CORE, Concur).
  • Experience with budget monitoring, procurement, and grant administration.
  • Demonstrated commitment to advancing inclusive excellence.
  • Experience with program assessment.
Working Conditions / Work Schedule
This position is based in a typical office environment on the OSU Corvallis campus with regular interaction with students, staff, and faculty. The Administrative Assistant to the Executive Director & Operations Administrator must be flexible to work occasional evenings and weekends to support student programming and business operations.
Pay Method Salary
Pay Period 1st through the last day of the month
Pay Date Last working day of the month
Recommended Full-Time Salary Range $60,000-$75,000
Link to Position Description
Posting Detail Information
Posting Number P09571UF
Number of Vacancies 1
Anticipated Appointment Begin Date 01/27/2026
Anticipated Appointment End Date
Posting Date 11/24/2025
Full Consideration Date
Closing Date 12/15/2025
Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants
Special Instructions to Applicants
When applying you will be required to attach the following electronic documents:

1) A resume

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact:
Patty Jackson
Patricia.Jackson@oregonstate.edu
541.737.3970

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

Starting salary within the salary range will be commensurate with skills, education, and experience.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. This job has “critical or security-sensitive” responsibilities. If you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.
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