Administrative Assistant to Department Head

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Administrative Assistant to Department Head

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Please see Special Instructions for more details.

To ensure full consideration, applications must be received by December 4, 2025. 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/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position. Letters of Reference are required for this position. When applying, you will be asked to provide the email address and telephone number for three (3) referees who will be sent a secure quicklink that will allow them to upload the requested letters of reference on your behalf. For additional information please contact: Amy Ma View email address on us.fitly.work 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. OSU will conduct a review of the National Sex Offender Public website prior to hire. 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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

Position Details

Position Information Department Vet Biomedical Science (VBS) Position Title Administrative Assistant To Job Title Administrative Assistant to Department Head Appointment Type Professional Faculty Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Job Summary The Department of Biomedical Sciences in the Carlson College of Veterinary Medicine is seeking a Administrative Assistant to the Department Head. This is a full-time (1.00 FTE ), 12-month, professional faculty position . This position is responsible for the day-to-day operation of the Department of Biomedical Sciences and provides confidential administrative support to the Department Head. The Department of Biomedical Sciences is an integral component of the College of Veterinary Medicine and provides instruction to students in the professional DVM and graduate programs, research and statewide diagnostics services through the Veterinary Diagnostic Laboratory to practicing veterinarians; wildlife officials; and livestock, poultry, and pet owners. 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:

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.

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 60% ADMINISTRATIVE SUPPORT FOR DEPARTMENT HEAD : Serves as liaison between DH and faculty, staff, and students. Greets visitors to department. Researches and collects data to assist with development of fiscal and informational reports related to various issues and projects. Troubleshoots and assists with resolution of issues brought to DH. Assists in managing/responding to emails sent to department mailbox/inbox. Helps maintain DH's appointment calendar, schedules appointments for meetings, and special conferences, and arranges travel and reimbursements. Performs confidential administrative support functions for the DH including:

• Assist in tracking the DH's personal calendar and commitments to others.
• Schedule and arrange appointments and meetings.
• Draft/edit emails and letters, gather statistics and assist with preparation of reports for the DH, as requested.
• Reply to correspondence from administration and other universities, agencies, and organizations.
• Track graduate assistants' pay and departmental support for tuition and stipend, by working with the Dean's Office and Graduate School.
• Establish contracts with locums, non-OSU personnel providing services to department/college.
• Manage and provide monthly budget reports in tracking dept. budget for DH.

Originates correspondence, reports, memos, budgets, and fiscal data. Researches, compiles, edits, and presents to DH information and data to be used in the decision-making process. Conducts studies as directed by the DH, evaluates results, and recommends implementation. Recommends equipment and supplies purchase for department office. Maintains files of correspondence, reports, policies and other materials. This includes departmental administrative files on all employees and graduate students. Maintains inventory records for supplies, equipment, and materials. Serves as communication link between DH and agency staff, and/or the public, and records/maintains control of information received, routed, assigned, or dispersed. Provides support as CanvasTA for DH and some faculty teaching courses. Maintain spreadsheets to control students' course status in addition to Canvas. Setup Zoom links for courses and edit recordings. Co-Building Manager with other assistant, providing support for lab and building equipment, as well as heating/cooling systems within building. Request work orders to OSU Facilities and/or contact proper tech/agency for issue. 25% HR LIAISON : Serves as Search Committee Support person, coordinates position description approval, works with recruitment to request postings and adds external postings, adds Search Advocates to committees, advises on search deadlines, and communicates with committees to request offer letters and close postings. Oversees academic/research faculty hiring process, work with Chair of Search Committee to schedule committee meetings, and coordinate interviews. Enter Grad Students into Benny Hire for each fiscal year. Work with faculty on non-competitive hourly employees. Complete badge access requests with IT for student and faculty access to building. Directs and assists all students (undergrads, grad students, international visitors) in progressing through research in department. Works with HR on 9-month faculty Summer assignments. Works with Office of International Services for students and faculty coming to OSU on Visas. Assists with I-9 expiration for students/staff. Assists faculty with recruiting research associates, postdoctoral scholars, faculty research assistants, and temporary employees and volunteers. Assists DH with renewal letters of faculty/staff. Resolves payroll issues and labor distributions with strategic financial partners. Supports DH in preparation and changes to faculty position descriptions. Advises DH and faculty on personnel regulations, recruitment and hiring processes for all OSU appointment types and serves as department contact with HR. 15% FACULTY SUPPORT : Coordinates Guest Speaker series by collecting nominations, providing those to DH for review, makes travel reservations for guests, candidates, faculty and staff, and arranges meeting/seminar/interview schedules. Tracks and reports grant spending to faculty in coordination with strategic financial partner. Provides template and deadlines to faculty for annual Faculty Activity Reports (FARs), coordinating meetings with DH and forwarding to Dean. Manages the promotion and tenure/mid-term review process:

• Track P&T timelines for tenure-track and fixed-term professional faculty.
• Work with candidates to collect documents needed to generate Peer Review of Teaching Evaluations for Summary Letter, Student Evaluation of Teaching Summary Letter, and Clientele survey Summary Letter for dossier.
• On behalf of DH, solicit external reviewers, send dossiers to reviewers, track receipt of external review letters, and compile bios of external reviewers.
• Compile and submit dossier per OSU and department guidelines.
• Schedule Promotion & Tenure presentations to the department.
• Work with departmental P&T Committee to schedule review meetings.

What You Will Need Bachelors Degree In Business Administration or related field or equivalent experience and knowledge. Minimum of three years experience providing advanced administrative support. Proficiency in word processing and spreadsheets. Demonstrated ability to maintain confidentiality of personnel and departmental records. Demonstrated ability to coordinate effort, communication, tasks and priorities between departments and agencies. Demonstrated experience assisting in the management of long- and short-term goals and objectives. Demonstrated ability to prepare and report data in both narrative and statistical formats, and ability to edit and format scientific publications and research proposals. 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 OSU Standard 576-055-0000 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 at OSU or higher education experience in the Academic industry. Technical writing/writing and proofing/editing experience. Experience using Concur, Banner, Benny Hire, BennyBuy, Outlook, HRSC Employee Portal. A demonstrable commitment to promoting and enhancing diversity. 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 Salary is commensurate with education, skills, and experience. Link to Position Description Posting Detail Information Posting Number P07538UF Number of Vacancies 1 Anticipated Appointment Begin Date 12/18/2025 Anticipated Appointment End Date Posting Date 11/21/2025 Full Consideration Date 12/04/2025 Closing Date 12/08/2025 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants To ensure full consideration, applications must be received by December 4, 2025. 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/CV; and 2) A cover letter indicating how your qualifications and experience have prepared you for this position. Letters of Reference are required for this position. When applying, you will be asked to provide the email address and telephone number for three (3) referees who will be sent a secure quicklink that will allow them to upload the requested letters of reference on your behalf. For additional information please contact: Amy Ma View email address on us.fitly.work 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. OSU will conduct a review of the National Sex Offender Public website prior to hire. 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. Offers of employment are contingent upon meeting all minimum qualifications including the criminal history check requirement.

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