Executive Assistant

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.

Academic Operations (Accreditation, Curriculum Management, and Office of the Registrar) is an Oregon State University mission-critical unit. We safeguard institutional integrity while helping meet the needs of students, faculty, and staff. We play a critical role in serving the needs of students throughout the student lifecycle, from admission through degree completion and beyond; provide faculty and staff with timely and accurate expertise, resources, and systems solutions; and co-create, shepherd, implement, interpret, and uphold academic policies and regulations, accreditation standards, and laws. Academic Operations serves as an institutional partner, providing a clear path for student success, and we value expertise, innovation, inclusion, and collaboration. We provide enrollment and instructional services, maintain academic history, and offer support services to students, staff, and faculty. We provide a welcoming and inclusive work environment, in which everyone is treated with dignity and respect and is valued for their contribution to student success at Oregon State University.

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.

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
• 7 cultural resource centers 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 a comprehensive benefits package 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.

Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU's safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.

2025 Best Place for Working Parents Designation!

Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.

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, erin.wirkkala@oregonstate.edu

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 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 employee.relations@oregonstate.edu.

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • Please describe why you are interested in this position and what aspects of registrar work you find most appealing.

(Open Ended Question)

Documents Needed to Apply

Required Documents

• Resume
• Cover Letter

Optional Documents

• VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed)