Position Details

Position Information

Department
Office of the Registrar (XUS)

Position Title
Executive Assistant

Job Title
Executive Assistant

Appointment Type
Professional Faculty

Job Location
Corvallis

Benefits Eligible
Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The Office of the Registrar is seeking an Executive Assistant. This is a full-time (1.00 FTE), 12-month, professional faculty position.

The Executive Assistant position in Academic Operations is a member of the Leadership Team. This position is responsible for supporting the confidential and critical work of the Associate Vice Provost for Academic Affairs & University Registrar. Collaboration and communication are critical aspects of this position for building and maintaining strong partnerships across the institution. Success in this position includes the ability to pivot quickly within an ever-changing environment; comfort with ambiguity and flexibility are required. The Executive Assistant role is an onsite position at the OSU Corvallis campus, providing essential support to ensure the smooth and uninterrupted delivery of Academic Operations services to students, staff, and faculty at Oregon State University, and helping to promote their success.

Key Responsibilities

45% Administrative Support - Associate Vice Provost-Academic Affairs & University Registrar

25% - Director, Office Administration

15% - Budget and Financial Oversight

10% - Commencement Operations & Volunteer Coordination

5% - Other duties as assigned

What You Will Need

• Bachelor's degree and five years of experience providing substantial executive administrative support, with progressively increasing responsibility, at an institution of higher education or other similarly complex organization.
• Two years of progressively increasing experience with office operations/leadership and budget development, oversight, and management.
• Experience with Microsoft Office Suite, specifically Outlook, Word, Excel, and PowerPoint.
• Experience analyzing multifaceted challenges using an equity lens, evaluating options, predicting outcomes and disparities, forecast consequences, and driving actionable, equitable solutions for all student populations.
• Excellent verbal and written communications skills, with the ability to communicate effectively with executive level management and academic constituencies, are essential.
• Ability to draft, write, and correspond with professional level writing and without prompts or support from AVP.
• Ability to work with frequent interruptions while meeting strict deadlines, with the flexibility to prioritize and manage multiple projects, activities, and tasks while priorities shift frequently.
• Ability to handle interpersonal relationships judiciously and empathetically with demonstrated experience through leadership, collaboration, and relationship building.
• Demonstrated experience making independent judgments and problem solving using a high degree of professionalism with highest attention to and respect for confidentiality, discretion, and diplomacy.
• Experience providing exceptional customer service, with the confidence to act when critical situations arise.
• Proven ability to work effectively in environments characterized by ambiguity and uncertainty, with the confidence and flexibility to pivot quickly.

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

• Baccalaureate degree or higher in business management/operations, human resources or higher education.
• Experience working in higher education.
• Experience working in a registrar's office, enrollment management office, or academic administrative unit.
• Experience with a complex data system such as Banner, Workday, Peoplesoft, OnBase, Slate, or other relational databases.
• Experience with collaborative online tools used in project management, brainstorming, and team collaboration, etc. (e.g., Miro, Slack, etc.).
• Experience with Microsoft applications SharePoint and CoPilot.

Working Conditions / Work Schedule

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
$80,000-$89,000

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/19555

Posting Detail Information

Posting Number
P09953UF

Number of Vacancies
1

Anticipated Appointment Begin Date
07/27/2026

Anticipated Appointment End Date

Posting Date
05/27/2026

Full Consideration Date

Closing Date
06/14/2026

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/CV; and

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: Erin Wirkkala, [email protected]