Administrative Assistant to the Executive Director & Departmental Administration

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

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To ensure full consideration, applications must be received by November 19, 2026. 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

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact:

Sarah Moreno  

[email protected]  

The Department of Educational Pathways is seeking an Administrative Assistant to the Executive Director & Departmental Administration. This is a full-time (1.00 FTE), 12-month, professional faculty position
The Department of Educational Pathways Administrative Assistant to the Executive Director & Departmental Administration provides high-level, confidential executive administration and department-wide administrative leadership. Reporting directly to the Executive Director, this position exercises independent judgment, discretion, initiative, and delegated authority in managing executive priorities, coordinating administrative operations, and leading assigned projects and initiatives. 

The position serves as a trusted administrative advisor and primary liaison to the Executive Director, anticipating needs, identifying challenges, recommending solutions, and representing the Executive Director in designated matters. Responsibilities include managing complex executive functions; leading assigned student success, fundraising, and engagement initiatives; coordinating department-wide human resources administration; supporting implementation of policies and procedures; and overseeing assigned fiscal and administrative resources. 

As a member of the DEP leadership team, the position collaborates with the Director of Strategic Operations, program directors, and university partners to coordinate professional development, supervise student employees, and strengthen departmental communication, collaboration, and administrative effectiveness in support of DEP's mission and student success. 

Key Responsibilities:

Executive Administration

• Provide high-level, confidential support to the Executive Director, exercising independent judgment and delegated authority.

• Manage executive priorities, calendar, communications, meetings, and travel.

• Advise and represent the Executive Director in designated administrative matters.

• Lead assigned executive initiatives, including student success, fundraising, and departmental engagement.

Department-Wide Administration and Project Leadership

• Coordinate departmental administrative operations and lead assigned projects and initiatives.

• Manage HR administrative processes, including recruitment, onboarding, and personnel actions.

• Coordinate staff development, departmental communications, and events.

• Oversee shared administrative resources and supervise student employees.

Fiscal, Procurement, and Resource Administration

• Coordinate purchasing, travel expenses, financial reconciliations, and compliance with university policies.

Team Contribution and Professional Development

• Participate in departmental leadership, collaborative initiatives, and professional development.

Required Qualifications

• Bachelor's degree in Business Administration, Public Administration, Communications, Education, or a field appropriate to the work.
• Four years of progressively responsible administrative experience providing high-level support to an executive, senior administrator, director, or comparable leader, or a combination of high-level administrative support and coordination of administrative functions within a large or complex organization.
• Demonstrated experience independently coordinating or leading projects and initiatives, including developing implementation plans, managing competing priorities, coordinating stakeholders, resolving challenges, and ensuring timely completion of deliverables.
• Demonstrated ability to exercise independent judgment, discretion, and initiative; evaluate administrative issues; recommend solutions; and make decisions within established policies and delegated authority.
• Demonstrated experience interpreting, applying, and supporting implementation of organizational policies, procedures, and administrative processes.
• Experience with budget monitoring, financial tracking, purchasing, procurement, or related fiscal administration.
• Demonstrated ability to communicate effectively, both verbally and in writing, with leadership, colleagues, and internal and external stakeholders, while appropriately handling confidential and sensitive information.
• Demonstrated ability to build collaborative working relationships, contribute to a respectful and inclusive work environment, and work effectively with individuals from a variety of backgrounds and experiences.
• Proficiency with Microsoft Office Suite and experience using administrative information systems and technology to manage workflows, communications, records, and administrative processes.

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.

Preferred Qualifications:

• Experience in higher education, preferably in college access, student success, or a similarly complex educational environment.
• Experience coordinating human resources administration, including recruitment, hiring, onboarding, personnel actions, and employee-related processes.
• Experience supervising student employees or administrative staff, including hiring, training, assigning work, and providing performance feedback.
• Working knowledge of Oregon State University administrative policies, procedures, and systems, including Workday, Concur, Banner, or CORE.
• Experience developing visual communications, marketing materials, and promotional content using graphic design tools such as Canva or similar platforms.

When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

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. If this position has “critical or security-sensitive” responsibilities and/or driving duties and 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 our Background Checks website including the for 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 at [email protected].