Administrative Assistant Jobs

Department

General Counsel Office (UPR)

Position Title

Administrative Assistant To

Job Title

Administrative Assistant

Appointment Type

Professional Faculty

Job Location

Corvallis

Benefits Eligible

Full-Time, benefits eligible

Job Summary

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 :

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

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.

• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Retirement savings paid by the university.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• A generous paid leave package, including holidays, vacation and sick leave.

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

• Use various computer software programs to assist in word processing and document development; utilize effective and accurate electronic and hard-copy record-keeping systems in accordance with OGC protocols and university record retention policies.
• Manage a number of dynamic and complex attorney calendars by using the appropriate level of discretion and course of action regarding issues and concerns, including those of a sensitive or confidential nature, while anticipating the needs of the attorneys and the office to facilitate strategic prioritization of time and focus.
• Develop strong working relationships with staff of OGC partner offices to facilitate communication, collaborative problem-solving, and coordination on matters that cross units.
• Serve as a member of the OGC Operations Team through creative, flexible, and innovative collaboration to identify and proactively improve the operational procedures and systems of OGC.
• Intake, track, and process records requests, including subpoenas and FERPA requests to include entry of data in OGC database, gathering records from relevant units, organizing, and providing records for attorney review.
• Compose and edit confidential and general correspondence, reports and memoranda. Locate, assemble and summarize materials for office action. The person in this position will have access to confidential information, related to collective bargaining, prior to it being public knowledge, as a part of their role as confidential administrative support.
• Manage outside counsel invoice tracking and payment process to include entry of data in OGC database, distribution of invoices for attorney approval, sending to relevant units or business center for payment.

• File emails from multiple email boxes into OGC’s electronic document management system. Retrieves documents and records from the system as requested.
• Serve as an interface on behalf of the Office of the General Counsel by greeting visitors and responding effectively to in-person, phone, and email inquiries from students, staff, faculty, university administrators, and members of the public.
• Performs other duties as assigned. May be assigned projects and tasks to manage the workflow of the office and support special events.
• Scan and file attorney notes and other materials into OGC’s electronic document management system.
• Assist as needed with processing invoices for payment; ordering office supplies; monitoring the inventory and maintenance of office equipment.
• Assist, as needed, with coordination of meeting logistics, including arranging dates, facilities, technology and equipment, meeting materials, and catering.

What You Will Need

• Demonstrated ability working with electronic document management and processing systems.
• Demonstrated ability to work in a setting requiring strict adherence to confidentiality and maintenance of confidential records.
• Demonstrated ability to manage complex scheduling needs with high level of attention to detail and accuracy.
• Strong oral, written, and interpersonal communications skills with both internal and external constituencies in a professional setting.
• Professional experience requiring high level of accuracy and attention to detail.
• Professional experience requiring the exercise of independent judgment.
• Professional experience planning, prioritizing, and managing simultaneous projects, often with strict deadlines, and managing multiple tasks and shifting priorities while coordinating a high volume of work.
• Professional experience with Microsoft Office and Adobe Professional software.
• 3 years experience in a position with similar duties supporting work in a high-volume office.
• Demonstrated ability to further OGC’s commitment to equity, inclusion and diversity goals.

What We Would Like You to Have

Working Conditions / Work Schedule

High intensity, high volume legal office with seven attorneys. The expected schedule is Monday through Friday from 8am to 5pm, with the ability to work flexible hours and accommodate situations that may arise some evenings and/or weekends.

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

$44,496 - $75,516

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/141164

Posting Number

P07209UF

Number of Vacancies

1

Anticipated Appointment Begin Date

10/16/2023

Anticipated Appointment End Date

Posting Date

08/11/2023

Full Consideration Date

09/05/2023

Closing Date

10/31/2023

Indicate how you intend to recruit for this search

Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants