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Administrative assistant to the directors

companyOregon Sea Grant
locationWashington, DC 20037, USA
PublishedPublished: 1/21/2023

Position Summary

The Oregon Sea Grant (OSG) administrative assistant to the directors (AAD) provides lead administrative and project management support to the OSG director and two associate directors (associate director – research and scholars and program leader – Extension and Engagement). The assistant serves as a program liaison on behalf of the directors with a variety of internal and external constituents and interested parties, including university departments, faculty and staff, the public, organizations working in partnership with OSG, other state Sea Grant college programs, legislative offices, National Sea Grant Office (NSGO), and the Sea Grant Association. There is substantial interpersonal interaction and access to sensitive information in working with internal and external parties, entities, and the public, requiring excellent communication skills, discretion, sound judgment, diplomacy, multi-cultural understanding, and professionalism.

The AAD collaboratively coordinates the OSG operations team meetings and develops meeting agendas. The operations team includes the director, associate directors, fiscal officer, and the communications, marine education program and Visitors Center managers. The AAD manages and coordinates program reporting, strategic planning, special projects and events, all-hands meetings, and serves as the program’s human resources liaison. The AAD also contributes to development, communication, and implementation of program plans, policies, and procedures, and supervises administrative support staff.

The AAD will bring a continuous improvement approach to their work, seeking ways to improve and enhance their performance. The AAD should have curiosity about, and interest in, issues related to marine and coastal science topics, rural coastal communities, social and ecological resilience, and environmental stewardship. Positions within OSG are expected to demonstrate commitment to the mission, values, and goals of OSG including advancing diversity, equity, inclusion, justice, and access (DEIJA).

The administrative assistant to the directors reports to the Oregon Sea Grant director. This is a 1.0 FTE, 12-month professional faculty appointment (continuous employment) position. The AAD will be reviewed annually. This process includes a written self-assessment for the previous year and written goals for the coming year, including plans for professional development and program service. The review will result in a response from the supervisor, with input from the two associate directors, to the employee, with regular check-ins during the year.

About Oregon Sea Grant

Based at Oregon State University since 1971, Oregon Sea grant is one of 34 Sea Grant programs established by Congress as a partnership between universities and the National Oceanic and Atmospheric Administration. Through research, Extension and education, Oregon Sea Grant sparks discovery, understanding, and collaboration to foster healthy, inclusive, and resilient coastal communities and ecosystems. Oregon Sea Grant funds research, manages fellowships and internships, and implements Extension and education programs to help coastal communities address timely issues. Oregon Sea Grant also operates a public marine science Visitors Center and K-12 educational programs at the Hatfield Marine Science Center in Newport. Oregon Sea Grant funds research at Oregon colleges and universities, including OSU, the University of Oregon, Portland State University and Oregon Health and Science University. In partnership with the OSU Extension Service, Oregon Sea Grant helps Oregonians prepare for natural disasters, address development issues, learn about fisheries and aquaculture, engage in outdoor tourism, guard against aquatic invasive species, and keep waterways clean. Oregon Sea Grant engages with the public through social media, workshops, publications, videos, conferences, and trainings. Oregon Sea Grant is one of OSU’s centers and institutes in the Research Office, and our Extension faculty work in close collaboration with the Division of Extension and Engagement.

60% – Administrative Support and Human Resources

  • Manages, schedules, and coordinates the director’s calendar, travel, and meeting arrangements; coordinates schedules and meeting arrangements for the associate directors as needed. Coordinates team meetings and sets meeting agendas and priorities and tracks and follows up on actions items.
  • Liaises on behalf of the directors with OSU faculty and staff, members of the public, organizations working in partnership with OSG, other Sea Grant programs, legislative offices, National Sea Grant Office, and Sea Grant Association.
  • Develops correspondence, reports, memoranda, meeting notes and summaries, and does research and collects information and data related to OSG issues and projects. Independently researches, locates, assembles, edits, and summarizes material, information, and data for administrative actions. Develops and maintains information systems, forms and procedures for efficient workflow and ensures compliance with appropriate policies. Coordinates, compiles, and prepares information and policies on Sea Grant programs ranging in complexity and confidentiality, including information needed for reporting, grant preparation, etc. Completes and remains current with all OSU employee critical trainings.
  • Serves as HR liaison for OSG personnel actions (FTE changes, hirings, resignations, etc.) and works with the OSG fiscal officer to ensure funding sources, FTE, and changes are applied appropriately. Coordinates HR processes (annual review completion, search committees, etc.). Handles and maintains confidential and sensitive information, files, and records. Develops, coordinates, and schedules program onboarding and orientation for new hires in collaboration with supervisors; provides general information and orientation to OSU, NSGO, and OSG processes and procedures for the new hires, as needed. Identifies staff recognition and professional development opportunities for consideration by the operations team and directors; drafts and compiles nomination packages; and arranges and promotes training and professional development opportunities for OSG staff and faculty.
  • Supervise classified and/or professional faculty employees and students supporting the office management or administrative team as needed, and may include planning, assigning, approving work, responding to grievances, and reviewing performance annually.
  • Completes all activities with a commitment to advancing diversity, equity, inclusion, justice, and access (DEIJA) for OSU and Sea Grant. Supports implementation of the OSG DEIJA action plan together with DEIJA strategy co-leads.

25% – Project Management and Program Coordination

  • Coordinates OSGs required annual reporting to the National Sea Grant Office including uploading information and data to the Planning, Information, Evaluation, Resources (PIER) system. Develops and implements an annual process to document and collect reporting data required by OSU and the NSGO. Coordinates reporting team meetings, develops and informs the OSG program of reporting timeline, tracks guidance changes from the NSGO, oversees the compilation and submission of partners, reporting metrics, measures, and impact and accomplishment statements.
  • Coordinates internal OSG program meetings (3-4 per year) and Advisory Council meetings (1-3 per year). Develops the meeting agendas, oversees meeting logistics and communication, serves as the liaison with invited speakers and trainers, as needed, and tracks and follows-up on meeting and conference action items. Develops meeting/conference budgets, oversees arrangements for venues and catering, supports meeting registration, volunteer coordination, solicits conference sponsorships, marketing, handles onsite event logistics and post-event surveys and follow-ups. May require driving a vehicle in support of these duties.
  • Oversees internal program communication and liaises with professional faculty and staff based in Corvallis, Newport, and county Extension offices, including email correspondence regarding upcoming program meetings, events, policy changes, etc. Coordinates with the communications team on internal information dissemination. Maintains the OSG internal resources website with links to key resources for faculty and staff. Participates in developing, communicating, and implementing internal policies and processes. Regularly seeks program feedback on the effectiveness of program-wide meetings, communication tools used by OSG leadership, and modifies as needed.

10% – Special Projects

  • Manages special projects, including high profile and/or sensitive efforts with community visibility and direct impacts to OSG program, through researching and understanding topics, gathering, and synthesizing information, working with various units across the university and the community as necessary, and negotiating arrangements, following up on action items, and documenting outcomes.

5% –Professional Development

  • Participates in professional trainings, workshops and conferences to advance the work of OSG.

Minimum/Required Qualifications

  • Bachelor’s degree OR five years of experience providing administrative support in a fast-paced, active, professional environment.
  • 3 years of increasing responsibility in an administrative setting, including experience providing administrative support to a senior or executive leader.
  • Demonstrated ability to work and communicate effectively, professionally, and with multicultural awareness with people from all levels of a complex organization, and with a diverse group of interested parties (entities and individuals) outside of the organization.
  • Demonstrated commitment to diversity, equity, and inclusion, justice, and access; ability to work well with people of diverse backgrounds; sensitivity to and awareness of a variety of cultures, political perspectives, value systems.
  • Demonstrated ability to provide a high level of responsiveness and customer service.
  • Demonstrated ability to take initiative, proactively problem-solve, work independently and as part of a team.
  • Demonstrated ability to proactively push projects to completion; ability to meet deadlines.
  • Demonstrated ability to manage short deadlines, prioritize projects and respond with flexibility and professionalism to urgent or unexpected requests.
  • Demonstrated ability to plan and execute events.
  • Calendar management experience: demonstrated ability to schedule meetings for individuals and groups.
  • Demonstrated ability to provide logistical and basic technical support for meetings, including remote and hybrid meetings.
  • High level of computer literacy: experience with Microsoft Office applications (e.g. Outlook, Word, Excel, and PowerPoint); web-based applications (e.g. Google suite, Qualtrics); virtual meeting platforms (e.g. Zoom) email, Teams, meeting scheduling applications (e.g. Doodle, When is Good) and the like; demonstrated ability to learn new technologies and software.
  • Excellent verbal and written communication skills.
  • Demonstrated attention to detail including precision in proofreading and accuracy in all data management and correspondence.
  • Demonstrated ability to exercise and maintain excellent judgment, discretion and confidentiality, and ability to determine when it is necessary or appropriate to make referrals or consult.
  • Demonstrated commitment to serving as a collegial, civil, and professional team member and colleague.

Preferred (Special) Qualifications

  • Bachelor’s degree or a minor in one of the following disciplines (or similar): environmental science or studies, natural resources management or policy, marine biology, oceanography, sustainability studies, ethnic studies, geography, international or global studies, sociology, psychology, communications, or business.
  • Experience with formal project management.
  • Experience working with human resources, university hiring policies/procedures
  • Experience with event and conference planning.
  • Experience with supervision.
  • Experience in a university, government, or public agency setting.
  • Experience with basic data analysis, data summaries, and reporting.
  • Evidence of punctuality and reliable attendance.
  • Evidence of excellent interpersonal communication skills, diplomacy, and confidentiality.
  • Working knowledge of or experience with Sea Grant College programs.
  • Working knowledge or experience with Oregon’s coastal, watershed, and marine issues, stakeholders, and ecosystems.
  • Experience working with an organization that has a mission related to marine science, policy, environmental stewardship, sustainability, STEAM education, science communication, or workforce development.
  • Proficient or fluent in a second language.

Working Conditions/Work Schedule

The assistant will be expected to work primarily on site [not remotely], Monday through Friday, 8 a.m.-5 p.m. Occasional evening and weekend work and some regional travel related to event and program support may be required. When this occurs, a flex schedule may be implemented for the affected week. May require occasional out of state travel for national program meetings or work outdoors related to program delivery. Punctuality and reliable attendance are required.

Full Consideration Date: 01/18/2023

Closing Date: 01/30/2023

To ensure full consideration, applications must be received by Jan. 18, 2023. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position specifically addressing your strengths providing administrative support and in project management.

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: Stephanie Ichien at Stephanie.Ichien@oregonstate.edu or 541-737-0661.

OSU is committed to the health of our local and global community. All employees and students are required to comply with the university’s COVID-19 Vaccination Program. Please visit https://covid.oregonstate.edu/ for additional information about OSU’s plans for safety and success, as well as options for compliance with the vaccination program.

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.

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.

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 OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030 et seq. Offers of employment are contingent upon meeting all minimum qualifications including the motor vehicle check requirement.

Supplemental Questions

Oregon Sea Grant values the principles of equity, diversity, inclusion, justice, and accessibility (https://seagrant.oregonstate.edu/diversity). Please discuss how your background and experience has prepared you to be effective in advancing these principles in this position. (open-ended question)

Documents Needed to Apply

Required Documents

  1. Resume
  2. Cover Letter

Optional Documents

  1. Verification of Veteran Status

Summary of Benefits: https://hr.oregonstate.edu/benefits/prospective-employee

To calculate our Total Rewards Package use this link: https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator

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