Executive Assistant and Administrative Program Manager

Apply now (https://secure.dc4.pageuppeople.com/apply/726/gateway/default.aspx?c=apply&lJobID=535124&lJobSourceTypeID=831&sLanguage=en-us) Job no: 535124

Work type: Officer of Administration

Location: Eugene, OR, Portland, OR

Categories: Administrative/Professional, Administrative/Office Support, Development, Planning/Project Management

Department: University Advancement

Appointment Type and Duration: Regular, Ongoing

Salary: $58,000 - $68,000 per year

Compensation Band: OS-OA06-Fiscal Year 2024-2025

FTE: 1.0

Application Review Begins

March 28, 2025; position open until filled.

Special Instructions to Applicants

Please submit the following with your online application:

• A cover letter in which you clearly describe how your knowledge, skills, and abilities prepare you for the job responsibilities and requirements outlined in the job announcement.

• A resume of your educational and professional work experience.

Please Note: We may contact applicants who meet the minimum requirements in the job posting to request additional information for the next stage of review.

Department Summary

University Advancement (UA) supports the University of Oregon’s (UO) mission of providing exceptional teaching, discovery, and service by strategically positioning the university to create awareness, build long-term relationships, and secure resources that increase understanding and further its aims. We are committed to fostering equity and inclusion in a welcoming, safe, and respectful environment that recognizes the value of all members of our community.

The Office of Development as part of University Advancement has a mission to maximize philanthropic impact at the University of Oregon. We do this by identifying, connecting and engaging alumni and friends around the globe with their passions to advance the vision and priorities of the university.

Position Summary

The Executive Assistant and Administrative Program Manager (EA-APM) leads the central administrative support team for Regional Philanthropy. This position oversees confidential administrative support services to the regional philanthropy leadership team and is responsible for the direct oversight and management of daily office operations.

Reporting to the Assistant Vice President for Regional Philanthropy, this position is expected to establish administrative protocols, lead trainings and task forces, and support outreach efforts for regional prospects. This includes maintaining workflow and setting priorities in the absence of leadership; scheduling meetings and arranging appointments; creating confidential proposals, reports, presentations, correspondence, and other documents; participating in other leadership meetings as appropriate; and making domestic travel arrangements. The position requires a high level of experience, skill and knowledge of implementing organizational policies and practices.

The EA-APM supervises the regional philanthropy administrative programs team, who in turn provide support to 20-25 frontline fundraisers and regional philanthropy leadership team members. They are expected to serve as the lead and subject matter experts in understanding the needs of the fundraisers and fundraising teams.

This position is solely responsible for hiring and onboarding administrative staff, assigning and delegating work to ensure that projects are done efficiently, and timelines are met, providing clear communication of goals and priorities, ensuring direct reports have access to appropriate training and equipment, and monitoring staff performance and taking appropriate actions to ensure high quality work.

This position is also responsible for maintaining fiscally responsible management practices in compliance with department and university policies, including monitoring, administering, and maintaining account records for development leadership budgets and expenditures.

The EA-APM regularly interacts with university stakeholders, donors, and volunteers, as well as the offices of UO leadership, the UO Foundation, and colleagues across campus, and promotes a professional workplace culture of mutual respect and collegiality.

Minimum Requirements

• Three years of experience providing executive-level administrative support within a large, complex organization.

• Three years of experience in an executive office supporting a senior administrator.

• One year of progressively responsible experience in supervision or two years of lead capacity.

Professional Competencies

• Ability to manage executive calendars, coordinate travel, and staff executive level committees.

• Ability to meet deadlines, anticipate needs, prioritize multiple tasks, follow through, and work independently without supervision, while handling frequent interruptions and rapidly shifting priorities.

• Ability to manage people in a complex matrixed system of accountability and work effectively with others.

• Demonstrated project management, time management, and organizational skills, with the ability to manage details of multiple and complex projects within firm schedules.

• Excellent writing, editing and communication skills.

• Excellent attention to detail and follow-through.

• Advanced Microsoft Office software skills, including the ability to format, filter, and use basic formulas with Excel; proven graphics computer skills, database applications, and Outlook (or similar scheduling/calendar program).

• Data analysis, reporting and formatting for visual output including presentation materials, tables, graphs and charts.

• Excellent organizational, problem-solving, and time management skills.

• Ability to manage stressful situations with tact and diplomacy and to use sound judgment and initiative, particularly as it relates to handling sensitive and/or confidential information.

• Ability to interact, communicate, and work effectively with individuals, recognizing and respecting the many and varied identities of each person.

• Commitment to promoting and enhancing diversity, equity, and inclusion.

Preferred Qualifications

• Familiarity with the the field of fundraising.

• Bachelor’s degree.

• Experience in executive-level support in higher education that includes an understanding of and sensitivity to the academic culture.

FLSA Exempt: Yes

All offers of employment are contingent upon successful completion of a background check.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visithttps://hr.uoregon.edu/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us atuocareers@uoregon.eduor 541-346-5112.

UO prohibits discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, pregnancy (including pregnancy-related conditions), age, physical or mental disability, genetic information (including family medical history), ancestry, familial status, citizenship, service in the uniformed services (as defined in federal and state law), veteran status, expunged juvenile record, and/or the use of leave protected by state or federal law in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Office of Investigations and Civil Rights Compliance. Contact information, related policies, and complaint procedures are listedhere (https://investigations.uoregon.edu/reporting) .

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online athttps://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.

Advertised: March 7, 2025 Pacific Standard Time

Applications close: