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Position Details

Position Information

Department V Pres Finance and Admin (QFA)

Classification Title Executive Support Specialist 1

Job Title Executive Support Specialist 1

Appointment Type Classified Staff

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option? Yes

Employment Category Regular

Job Summary

This recruitment will be used to fill two full-time Executive Support Specialist 1 positions for the Vice President Finance and Administration department.

This position reports to the Administrative Director and provides high level administrative support to Executive Director and Director–level leadership within the Division of Finance and Administration ( DFA ). The role requires both independent work and effective collaboration as part of a team to complete a wide range of projects and administrative initiatives.

The incumbent must demonstrate exceptional interpersonal communication skills, professionalism, diplomacy, and sound judgment when interacting with university representatives, members of the public, and internal staff.

While the position will primarily support a designated unit, it may also provide backup support to other DFA units as operational or staffing needs arise.

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

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) 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 acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) 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.

Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

50% Administrative Support

• Maintain schedules for Executive Directors/Directors that report directly to SLTs in the areas of Budget and Finance, Facilities planning, and Management, Strategy & Operations, and VPFA .

• Acts as a point of contact for the assigned unit’s Executive Directors/Directors assisting with scheduling needs

• Maintain confidentiality in matters related to personnel and other sensitive negotiations, managing complex calendars; scheduling meetings and appointments, arranging travel, meetings, and special events

• Provides back up coverage for Executive Assistants as determined by the Administrative Director

• Provides support for meetings by drafting agendas, assisting in the development of presentation materials, recording minutes, and ensuring follow up on meeting action items

• May attend unit meetings to serve as support staff

• Serves as the front office communication link between the office, campus administrators, and external constituents.

• Conduct research and gather materials for office projects. Provide content and format a variety of office correspondence.

• Provides staff support in preparation of PowerPoint presentations, graphics, and charts.

• Assists with onboarding new employees for the unit leaders, including coordination system access, key assignments, procurement cards, etc.

30% Office Administration

• Uses various computer software programs to assist in work processing and presentation development; manage electronic and hard-copy recordkeeping in accordance with OSU record retention policies

• Process office fiscal transactions in accordance with OSU rules and regulations, including review of employee travel reimbursement requests.

• Maintains the unit website making updates as needed and working with web services group for higher-level changes

• Oversees unit operations, including equipment maintenance and telecom and conferencing coordination

• Schedules interviews, makes travel arrangements, and assists unit search committees with procedural issues as requested.

• Assists in new employee set up and orientation arrangements and assists in the completion of exit procedures for departing employees

• Coordinates and maintains standard operation procedures, business rules, and other practices and policies that govern DFA operations

• Maintains and manages printers, collaborative tools, resources, and filing systems

• Arranges for office unit and equipment repairs or services

• Handles campus and U.S. Mail

• Maintains shared office files

• Orders and maintains inventory of office supplies

• Greets visitors to the office in a friendly and professional manner. Seeks to assist visitors and serves as a referral bridge when necessary.

15% Project Coordination

• Evaluates the use of resources and assists unit leaders with improving efficiency

• Maintains an organized system for all projects and DFA programs this role is responsible for managing or assisting with.

• Participates in the development and implementation of policies, procedures and practices of the unit in coordination with the Executive Assistant

• Assists with event planning and coordination

• Develops training programs as needed to enhance employees’ effectiveness.

5% Other Duties

• Other duties as appropriate and needed to the scope and responsibility of the position and not specifically indicated in this position description

What We Require

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.

What You Will Need

• Experience with software applications including Word and Outlook, and an eagerness to explore new software programs to enhance office productivity and database management.

• Ability to work independently and collaboratively with a broad spectrum of constituents.

• Strong organizational skills, including ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.

• Strong oral and written communication skills, including the ability to communicate effectively at all levels (e.g. executives, directors, and constituents)

• Attention to detail and accuracy in preparing documents, communications, and records

• Commitment to promoting an inclusive work environment.

• Adaptability and willingness to take initiative in solving routine problems and responding to changing priorities

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

• Bachelor’s degree

• Relevant experience working at an institution of higher education

Working Conditions / Work Schedule

• Work generally performed in office environment during standard 40 hours a week, Monday through Friday. Work requires the individual to sit at a computer for long periods of time. Occasional weekend and evening work is required.

Pay Method Hourly

Pay Period 16th - 15th of the following month

Pay Date Last working day of the month

Min Salary $20.98

Max Salary $31.63

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/180674

Posting Detail Information

Posting Number P05674CT

Number of Vacancies 2

Anticipated Appointment Begin Date 08/03/2026

Anticipated Appointment End Date

Posting Date 06/04/2026

Full Consideration Date

Closing Date 06/18/2026

Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants

Special Instructions to Applicants

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.Resumes are NOT accepted at the application stage for this position.

Cover letters are optional for this position and will not be used for evaluating your qualifications.

Equivalent required experience is based on full-time equivalent (40 hours per week).

PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact: Heidi Clarke at heidi.clarke@oregonstate.edu

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.

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 ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/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 atemployee.relations@oregonstate.edu.

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/180705

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.