Position Details Position Information Department VP for Research (RIP) Position Title Executive Assistant Job Title Executive Assistant to the Vice President for Research and Innovation Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Job Summary The Division of Research and Innovation is seeking an Executive Assistant to the Vice President for Research and Innovation. This is a full-time (1.00 FTE ), 12-month, professional faculty position. The Division of Research and Innovation supports OSU’s commitment to engaging in exceptional research by collaborating with faculty, staff, and students to facilitate ethical research, ensure regulatory compliance, and support the University’s strategic plan:Prosperity Widely Shared (https://leadership.oregonstate.edu/provost/strategic-plan) . The Executive Assistant (EA) to the Vice President for Research and Innovation ( VPRI ) serves as the primary point of contact, and as such, is responsible for anticipating the needs of the VPRI and providing highly complex administrative support for the VPRI . The EA must continuously and correctly evaluate and navigate situations while maintaining confidentiality. Independently performs administrative and analytical functions of a highly sensitive and confidential nature requiring access to a variety of sources of information, including management strategies and plans, progress reports of campus programs and projects, and other critical documentation. The EA serves as a key contact across campus offices, with the OSU Foundation, the President’s Office, and external constituents and is responsible for scheduling and coordinating all VPRI activities. In addition, the EA is an intellectual contributor to the Division of Research and Innovation, provides administrative and analytical support, and oversees special projects from conception to completion. The EA must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion, maintain a realistic balance among multiple priorities, and routinely interface with a wide variety of stakeholders. The EA is responsible for understanding and maintaining the VPRI purchasing and travel resources, making decisions and handling issues using discretion and applying knowledge of relevant OSU policies, regulations, and procedures. The EA will actively support and promote the contributions to the university’s latest strategic plan, Prosperity Widely Shared: The Oregon State Plan. 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 60% Executive Administrative Services: The VPRI’s duties include working with OSU stakeholders as well as various state and university-level task forces, committees, and groups, often several concurrently. As such, the EA is expected to anticipate the needs of the VPRI and the Division. The EA needs to make decisions that require sound judgment, identify the issues pertinent to the VPRI , resolve less critical issues independently, and have a clear understanding of the consequences of potential courses of action. The EA manages the dynamic and demanding calendar of the VPRI by using the appropriate level of discretion and course of action regarding issues and concerns, including those of a sensitive or confidential nature. EA will need to independently facilitate strategic prioritization of time and focus. Responsibilities include meeting all scheduling requirements of the VPRI , addressing incoming requests for meetings, anticipating schedule needs, and constant application of independent judgment to evaluate priorities, necessity, and appropriate adjustments to schedule. Avenues to pursue must be recommended when contact with the VPRI is not possible or is inappropriate. The EA will develop and maintain a 12-month strategic calendar that anticipates key events, deadlines, and opportunities that occur in the academic year. This position will be responsible for developing strong working relationships with other Executive Assistants within the Division and the university community, facilitating communication, collaborative problem-solving, and coordination on matters that cross units. The EA is responsible for managing travel, expense reports, and expense reimbursement requests for the VPRI and works with the Finance and Operations team for processing. This will include determining the most appropriate itinerary according to professional and personal requirements; preparing all documents prior to and following travel; securing airline reservations, lodging, registration, and other logistical needs; and coordinating details at meeting/speaking site. The EA supports work related to budgets and human resources including sending invoices to the Finance and Operations team or members providing support for hiring. 20% Project Support: The EA is an intellectual contributor to the DRI , provides administrative and analytical support as well as overseeing special projects from conception to completion, including the development of annual reports, talking points for meetings, and other critical documentation for meetings and projects. As such, the EA must be able to work under pressure, at times, to handle a wide variety of activities and confidential matters with discretion, maintain a realistic balance among multiple priorities, and routinely interface with a wide variety of stakeholders. The EA works with and coordinates with other EAs in DRI as a highly collaborative team to support DRI leadership team as needed. The EA communicates, combines, and collects information from the VPRI to other DRI Leadership members in the organization, participates in the development and implementation of policies, procedures and practices of the unit or university. The EA serves as liaison on behalf of the VPRI with various internal and external constituencies, drafts and provides input on correspondence and other official acts to the VPRI , and manages outreach and engagement efforts. The EA must collaborate with other EAs in the DRI as well as at the university to collect and distill information about projects and assignments in their units, and prepare consolidated products for use by the VPRI . As such, the EA must be highly collaborative and supportive of the DRI team, be willing to provide backup support as needed, and take initiative to suggest collaboration opportunities that will enhance the end product or outcome. 10% Planning and Coordination: The EA is responsible for making all logistical arrangements for necessary meetings, inviting the appropriate individuals, and for assembling minutes and other documents needed for background information, ensuring the VPRI has relevant information well in advance of meetings. This position coordinates executive-level meetings by acting as the primary liaison, ensuring full stakeholder alignment and readiness. The EA provides materials to meeting participants as appropriate, which may include but not limited to, drafting meeting agenda, recording and disseminating meeting minutes. The EA is responsible for coordination of details for VPRI’s guests/visitors, including assistance with travel arrangements and reimbursements, logistics on campus and within the community, and responding to specific requests or needs. 5% Office Support: The EA maintains office and VPRI filing systems including confidential planning documents and maintains access and confidentiality of shared office files (electronic and paper). 5% Other duties as assigned: Pursues ongoing personal and professional development to enhance support for the Division’s strategic goals. Other duties as assigned by the VPRI What You Will Need + Bachelor’s degree and 5 years of experience providing advanced administrative support to a senior leadership official or similar experience. + Excellent written and verbal communication skills. + Proficiency with the MS Office suite of software, Box, SharePoint, and other technology systems + Demonstrable organizational and problem-solving skills. + Project support, coordination and program management experience. + Strong interpersonal skills. + Ability to appropriately handle highly sensitive and confidential information. + Ability to create and maintain complex scheduling. + Demonstrable experience working independently, being self-directed, making decisions, using judgment, anticipating needs and functioning effectively in a highly demanding environment. + Proven capability to thrive in fact-paced, collaborative settings and to interact effectively with individuals across all levels of a diverse organization, including external stakeholders. Ability to interface professionally with colleagues from all areas of an organization both internally and externally. + Demonstrated ability to communicate successfully and inclusively, both in writing and verbally, with a diverse audience. 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 + Prior experience providing advanced administrative support and working with high-level professionals in the university, state system, and private industry. + Master’s degree in related field. + Demonstrated ability to provide administrative support to multiple team members, and make decisions about relevant priorities. + Experience with event and travel planning in a higher education settings + Demonstrated ability to navigate and utilize major social media platforms for communication and engagement Working Conditions / Work Schedule This position is predominately office-based and on campus during typical work hours, flexibility for nights and weekends is expected to support the organization’s objectives. 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 $79,020 - $95,594 Link to Position Description https://jobs.oregonstate.edu/position\_descriptions/18935 Posting Detail Information Posting Number P09294UF Number of Vacancies 1 Anticipated Appointment Begin Date 09/08/2025 Anticipated Appointment End Date Posting Date 07/24/2025 Full Consideration Date Closing Date 08/11/2025 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: Sara Begley at Sara.Begley@oregonstate.edu or 541-737-3986. 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. Starting salary within the salary range will be commensurate with skills, education, and experience. 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/170962 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.