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Executive Assistant

Lewis & Clark College

Portland, OR

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JOB DETAILS
SKILLS
Administrative Skills, Analysis Skills, Background Investigation, Calendar Management, Catering Services, Communication Skills, Computer Skills, Customer Support/Service, Data Collection, Data Management, Education Regulations, Establish Priorities, Event Management, Executive Assistant Skills , Finance, Follow Through, Google Apps, Higher Education, Interpersonal Skills, Microsoft Excel, Microsoft Word, Multitasking, Office Management, Operational Support, Organizational Skills, People Management, Presentation/Verbal Skills, Project/Program Coordination, Project/Program Management, Record Keeping, Reporting Skills, Team Player, Telephone Skills, Writing Skills
LOCATION
Portland, OR
POSTED
2 days ago
Attention Current Lewis & Clark College Employees: In order to apply for posted positions, please apply internally in Workday in the Jobs Hub.

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland's southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

PRIMARY PURPOSE

The Executive Assistant to the Dean of the College of Arts and Sciences provides administrative support and assures that the work of the College and the Office of the Dean is accomplished with maximum effectiveness and efficiency. The Executive Assistant manages the workload and workflow in the Dean's Office and facilitates communication among the Deans, the academic staff, and the faculty.

ESSENTIAL DUTIES

Administrative Support
  • Provide administrative support for the Dean, Associate Deans, and Director of Operations and Finance, including: managing respective calendars; coordinating access through scheduling of meetings and telephone calls and managing office drop-ins; advising on the priority of issues and assisting with prompt resolution of concerns; and informing about assignments being handled by other members of the staff.
  • Provide administrative support and maintain permanent records, in collaboration with departmental/program administrative staff, for select CAS standing committees
  • Provide administrative support for developmental, promotion, tenure, and sabbatical leave applications.
  • Support the work of the office by drafting agendas, preparing background material, gathering data, creating reports, and performing follow-up tasks.
  • Serve on staff committees and panels as requested.
Operational Support
  • Direct workflow, project management support, and general office management in the Office of the Dean and supports communications between the Dean's Office and the President's office, campus community, CAS faculty, students and families, alumni, Board of Trustees, vendors, and the general public.
  • Screens written and electronic communications addressed to the Dean and drafts correspondence with faculty, staff, and the community at large.
  • Helps schedule and along with departmental administrative staff, helps support faculty governance committees.
Personnel Supervision and Coordination
  • Support departmental administrative staff and search committee in faculty search efforts.
  • Manage confidential data related to faculty personnel files and promotion/tenure files.
  • Supervise and coordinate projects and tasks among departmental administrative staff.
  • Supervise Dean's Office student staff.
Events Coordination
  • Coordinate special events.
  • Reserve event locations, catering, transportation for VIP's, etc.
  • Plan and coordinate complex administrative assignments and special projects within and/or across departments; gather, organize, and assess information, and develop and prepare recommendations.
  • Coordinate the planning and executing of all details required to present events consistent with the quality image of Lewis & Clark
Other Duties as Assigned

REQUIRED EDUCATION / EXPERIENCE
  • Associates degree or equivalent
  • Five years relevant administrative or executive assistant experience
  • Impeccable written, oral, and interpersonal communication skills
  • Research, analytical, and planning skills
  • Strong computer skills including proficiency in programs including Excel, Microsoft Word, Google Docs, and Google calendars.
  • Experience working in a professional environment with documented ability to handle confidential information, effective follow through and customer service with minimal oversight and direction.
  • Ability to prioritize and manage multiple tasks
  • Demonstrated team player. Exceptional interpersonal skills and friendly and professional demeanor.
PREFERRED EDUCATION / EXPERIENCE
  • Bachelor's degree
  • Executive Assistant Experience
  • Project Management Experience
  • Higher Education Experience
WORK SCHEDULE
  • Full Time/Part Time: Full-Time
  • Schedule: 37.5 hours per week Mon-Fri
  • Benefit Eligible: Yes
  • Travel: No
  • Hybrid/Remote: this position is in person with limited hybrid flexibility based on departmental needs and policy
PAY RATE
  • FLSA Status: Exempt
PHYSICAL REQUIREMENTS
  • General office environment
  • Prolonged periods of sitting at a desk and working on a computer
  • Ability to communicate effectively via phone, email, online meetings, and in person
  • Must be able to lift up to 15 pounds occasionally


Directions for Cover Letter

Please include a cover letter describing your interest in joining Lewis & Clark and the ways you can contribute to a culture of inclusion on our campus.

Lewis & Clark College adheres to a nondiscriminatory policy with respect to educational programs, activities, employment, and admission. We do not discriminate on the basis of actual or perceived race, color, sex, religion, age, marital status, national origin, the presence of any physical or sensory disability, veteran status, sexual orientation, gender identity, gender expression, or any other basis prohibited by applicable federal, state, and local laws. The Associate Vice President of Human Resources has been designated to handle inquiries regarding employment- and disability-related non-discrimination policies. Title IX inquiries may be directed to the Title IX coordinator or deputy Title IX coordinators

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Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

About the Company

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Lewis & Clark College