Position Details

Proposed Start Date

07/01/2024

Classification Title

Unclassified Unrepresented

Rank

N - No Rank

Working Title

Executive Assistant to the Dean

Department

200451 - OGS Dean Graduate Studies Admin

Position Number

D91813

Representation

UU - Unclassified Unrepresented

Renewable

Renewable

End date, if applicable

Position FTE

1.0

Tenure Status

N - not applicable

Position Summary

Brief Description of PSU/School/Dept

The Graduate School at Portland State University is home to Graduate Admissions and Graduate Academic Services. The Graduate School oversees graduate education at PSU and is dedicated to supporting academic excellence, innovation, and fostering a diverse and inclusive community.
To learn more about the Graduate School, please visit our website at the following link:

Position Summary

This position provides confidential secretarial support to the Dean of GraduateStudies and general office support for the Office of Graduate Studies. Duties includemanaging the schedule of the Dean of Graduate Studies, organizing and staffing large meetings and events; assisting with the preparation of budgets, including annualbudget planning, monitoring monthly and quarterly expenditures and reconcilingmonthly accounts; office support for recruitment, hiring and payroll processes in the Office of Graduate Studies; travel arrangements for the Dean; and confidential support regarding union related correspondence.

Administrative and Human Resources Support 25%

Provide administrative support for the Graduate School:

Lead recruitment process for the hiring of new employees, including position description preparation and job postings in PeopleAdmin. Schedule interviews and assist with related recruitment tasks.
Manage payroll and related HR tasks including explaining and monitoring hiring policies and processes, and inputting electronic personnel action forms (EPAF).
Assist Graduate School managers and others with the onboarding of new employees including ordering keys, securing building access, ordering name badges and business cards, office furniture and desk supplies, workspace arrangements, phone and data jack orders, etc.
Create and maintain Google Groups to support scheduling and communication needs.
Manage the Graduate School conference room calendar.
Help keep the Graduate School website managers informed of needed changes.

Executive Leadership Support 25%

Provide confidential executive administrative support to the Dean and the Associate Dean of the Graduate School Including:

Electronic calendar management, including the scheduling of regular and ad hoc meetings and appointments.
Meeting and event management and coordination including space reservations, catering, video conferencing, AV reservations and other logistical details.
Travel arrangement planning and coordination including conference registrations, airline and lodging reservations, submission of electronic travel authorizations and reimbursements, and related tasks.
Record and transcribe proceedings of meetings and anticipate and monitor follow up tasks and activities.
Assist the dean with matters related to the Graduate Employee Union including confidential communications.
Support the Graduate School executive team by organizing documents and managing a shared electronic filing system.
Assist Dean or Associate Dean with other confidential matters.

Office Management 20%

Serve as the first point of contact to the public and those on campus with general in-person inquiries.
Supervise graduate student employees that staff the front desk and welcome visitors to the Graduate School.
Respond to phone, email, or in-person inquiries providing general information or direct referrals as appropriate.
Monitor, maintain and coordinate the maintenance, cleanliness and functionality of common spaces and meeting rooms.
Serve as Graduate School Telecom Coordinator.
Liaise with campus Facilities to facilitate smooth operations of the building, needed upkeep, maintenance, repairs, and security issues, surplusing excess or defective items.
Complete the yearly space inventory.
Monitor shared equipment and spaces.
Assist staff with printing, copying and mailing needs.

Budget & Fiscal Transactions 20%

Assist with the preparation of program budgets.
Monitor monthly and quarterly expenditures and ensure expenditures are within budget and allocated to the correct index and account code. Correct errors via Journal Vouchers.
Serve as the unit’s Procurement Card custodian and the sole user for expenditures. Keep complete and accurate records and perform monthly reconciliation of charges.
Serve as Travel Manager in delegate and administrative roles for Graduate School employees including support for conference and recruitment fair registrations, payments, airline reservations, electronic travel authorizations and reimbursements, explain travel policy to employees.
Manage services and supplies for the Graduate School and input payments in PSU’s financial system, Banner, in a timely and accurate manner and in accordance with PSU policies. Keep Graduate School employees apprised of relevant PSU fiscal policies that impact purchases. Reconcile these accounts monthly. Maintain electronic purchasing records for the Research & Graduate School fiscal officer to access. Manage new vendor setup with vendors into PaymentWorks.
Order and maintain inventory of office supplies. Manage maintenance on the shared office printer and copier. Manage accounts with service and supply providers.
Work for the Graduate School Director for Graduate Admissions, Marketing and Communications on the procurement of recruiting related supplies and swag.
Work with the Graduate School Data Analyst & Information Systems Manager to order and receive IT equipment.
Create and track contracts to pay workshop instructors and guest speakers.
Manage the process to pay annual Outstanding Dissertation and Three Minute Thesis Awards.
Other duties as assigned.

Event Planning 10%

Assist with planning and scheduling of large meetings and special events.
Manage special projects and event planning with minimal supervision, including invitation and RSVP lists, catering, AV and other set-up needs. This will include primary responsibility for planning and coordinating the annual Three Minute Thesis competition in the fall.
Support Research Week events as needed.

The office of The Graduate School is located on PSU’s campus in downtown Portland, Oregon. It is expected the incumbent will work in-person on campus Mon-Fri, 8 am – 5 pm each week.

Start Date: While we hope to start the incumbent on 07/01/2024, the date may be flexible.

Special Note to Applicants: Studies have shown that women and people of color are less likely to apply for jobs unless they meet every qualification in the job description including the preferred qualifications. We are most interested in finding the best candidate for the job, and that candidate may come from a less traditional background. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications or have direct experience in every one ofthe job functions listed. If you are unsure whether you meet the qualifications of this position, or how this would be determined, please feel free to contact us to discuss your application.

Minimum Qualifications

Three years of clerical/secretarial experience which included:

One year at a full performance level performing typing, word processing, or other generating of documents; AND
Lead work responsibility or coordination of office procedures.

Courses or training in Office Occupations or Office Technology may be substituted for up to one year if the clerical/secretarial experience.

No substitution will be made for the one year at the full performance level.

Additional Minimum Qualifications for this position:

Ability to work effectively in a dynamic environment, including organizing tasks and proactively performing duties.
Experience as a problem-solver who can anticipate and effectively respond to administrative challenges as they arise in a dynamic executive office.
Excellent written and oral communication skills.
Ability to effectively meet deadlines and manage multiple priorities. Must be flexible to adapt to the needs of the organization.
Must be able to work independently yet have work reviewed by supervisor as needed to ensure accuracy and completeness.
At minimum, intermediate level proficiency with MS Word, desirable to possess intermediate level proficiency with PowerPoint and Excel, however basic skill level may be acceptable.

Preferred Qualifications

Excellent written and verbal communication and interpersonal skills.
Ability to converse clearly and diplomatically with individuals at all levels of the University.
Ability to work independently and with minimal supervision.
Experience working in higher education.
Experience working with Banner or other enterprise-wide software.
Bachelor’s degree.

Key Cultural Competencies

Creates an environment that acknowledges, encourages and celebrates differences.
Functions and communicates effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities and cultural backgrounds.
Seeks opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement
Adheres to all PSU’s policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Environmental Stewardship

Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.

Work Days/Hours

Monday - Friday, 8 am - 5 pm.

Total Compensation Range & Benefits Statement

Salary is dependent on several factors, and new employees will typically start around the Q1 level to allow for later growth within the salary band. PSU has a structured process for determining starting compensation, taking into account years of related experience, applicable skills, knowledge and abilities, market parity, and internal equity.

The starting annual salary for this position will be between $51,672 and $59,832, but may be negotiated above this range, dependent upon the factors above, the budget of the hiring department, and approval from HR.

An excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools:

Please visit our total compensation calculator to see the full value of our benefits package:

Application Instructions

Additional Information

Application Instructions:

To apply, please upload the following documents:
1. Resume outlining professional experience and education
2. Cover letter, describing your interest in this position at PSU (one page)
3. List of three professional references – include name, title, company, relationship to applicant (eg, supervisor), email, and phone number. We will not contact references without notifying the candidate first.
4. Please answer the supplemental question below in your cover letter.

Additional Application Instructions (deadlines, etc.)

In addition to the required application letter, resume, and three references, please answer the following question in your cover letter:

“Please describe your office management, HR, fiscal, administrative, and executive support experience. Can you provide specific examples of projects or responsibilities you’ve handled in the past?”

Does this position require the employee to drive a motor vehicle?

Background Check Required

Yes

Position End Date (if applicable)

If you have questions

Please email the Graduate School at grad@pdx.edu