Administrative Assistant: Athletics

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.

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

50%

ORGANIZATIONAL

OPERATIONS

Ensures efficient day-to-day operations of the Athletics Executive Office and advises Athletic Executive Leadership, coaches, professional staff and students about policies and procedures that are relative to

OSU

and the Athletic Department.

Coordinates with the Executive Staff to Generate and track all major meeting agendas and minutes including, but not limited to, Senior Staff, Coaches Meetings, Athletic Advisory Committee Meetings, and Employee Engagement Meetings.

This position acts as the primary liaison with the appropriate Executive Leadership Team member(s) for all such meetings.

Coordinates game day functions as assigned, which may include providing ambassador support for VIPs, managing different benefactor venues (ex: AD and visiting AD suites at Reser Stadium) before, during, and after games.

Maintains distribution lists, manages technology access, email, and resource requests.

Coordinates department events, providing input on activities, scheduling and running them.

50%

ADMINISTRATIVE

SUPPORT

Provides confidential, administrative support to the Athletic Director and Executive Staff, including the Chief Operating Officer (

COO

), Deputy AD/

CFO

/

SWA

, and Deputy AD-External. This may include answering phones, screening US mail, and possible access to email accounts on behalf of Executive Staff. Prepares and reviews letters, memorandums, email messages, administrative documents, and reports on behalf of the Executive Team. Strives to work in a proactive manner to coordinate/prepare and arrange for meetings including information to be provided, location etc.

Manages calendars for the Athletic Director and Executive Staff and advises of potential scheduling conflicts.. Develops a close working relationship with the Office of the President, General Counsel and Conference Office.

Makes logistical arrangements for Athletic department staff and visitors. Assists with travel for Executive Leadership Team, including scheduling and travel expense reports

Screens visitors to the Athletics Executive Office, independently manages general public inquiries, and manages the Executive Office main phone line.

Represents Oregon State Athletics to individuals, groups, organizations, and agencies external to

OSU

promoting inclusive and respectful interactions with all stakeholders.

Manages supplies and general administrative needs of the Executive Office.

Provides sports program administrative assistance to Executive Staff by maintaining championship plan data, benchmarking, and other special projects as assigned.

Assists executive leadership team members with

NCAA

/

PAC

-12 Committee work, including

NCAA

legislative council duties.

What You Will Need

Bachelor’s degree in field of choice.

Two (2) years of full-time experience in an increasingly responsible executive, administrative, or operations support role.

Ability to prioritize and manage multiple projects, activities and deadlines simultaneously.

Ability to maintain confidentiality and professionalism regarding sensitive information.

Excellent written and oral communications skills.

Ability to work well in a team environment.

Ability to problem solve.

Ability to collect, analyze and present data to various audiences.

Ability to understand and respond to customer service needs in a positive, confidential, and sensitive manner, with an inclusive and respectful approach to diverse backgrounds.

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

Experience working in a collegiate athletic department.

Knowledge of

NCAA

rules and regulations.

Experience in event management.

Experience in managing the needs of a leader in a large organization.

Working Conditions / Work Schedule

Morning, evening and weekend work required.

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 skills, education, training and experience

Link to Position Description

https://jobs.oregonstate.edu/...

Posting Detail Information

| Posting Number | P08949UF | | Number of Vacancies | 1 | | Anticipated Appointment Begin Date | 05/01/2025 | | Anticipated Appointment End Date | | | Posting Date | 03/31/2025 | | Full Consideration Date | 04/07/2025 | | Closing Date | 04/21/2025 | | 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 04/07/2025. 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.

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: Jacque Bruns at jacque.bruns@oregonstate.edu

The anticipated starting salary will be $60,000 – $71,253. 

 

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.

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@oregonstat....

You will also be required to answer two supplemental questions in the application process regarding your IAWP status. An Individual Associate with a Prospect (IAWP) is any person who maintains (or directs others to maintain) contact with a Prospective Student-Athlete (PSA), the PSA’s relatives or legal guardians, or coaches at any point during the PSA’s participation in Football or Basketball, and whose contact is directly or indirectly related to either the PSA’s athletic skills and abilities or the PSA’s recruitment by or enrollment in an NCAA institution. This definition includes, but is not limited to, parents, legal guardians, handlers, personal trainers, mentors and coaches. Coaches or employees at collegiate institutions may also be considered IAWPs for PSAs that they recruit. Answers to the questions must be truthful. False or misleading answers could result in termination or disqualification from eligibility for any employment at Oregon State University. |

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. * Oregon State University Athletics is committed to promoting diversity and equity in all that we do. In your experience, how have you showed a demonstrated commitment to diversity and inclusion? Give specific examples of how you have been involved with personnel, programs or other initiatives that show a demonstrated commitment to these principles.

(Open Ended Question)

1. * Please explain if you are an IAWP for any high school PSA, two-year junior college PSA, four year college transfer PSA, or any other OSU recruit in the sports of Football or Men’s or Women’s Basketball. If yes, please explain. If no, put N/A.

(Open Ended Question)

1. * Please explain if you are an IAWP for any current OSU student-athlete in their first two years of enrollment at OSU in the sports of Football or Men’s or Women’s Basketball? If yes, please explain. If no, put N/A.

(Open Ended Question)

Documents Needed to Apply

Required Documents 1. Resume 2. Cover Letter

Optional Documents 1. VETERANS ONLY: Must provide proof of Veteran Status (DO NOT upload any unrelated documentation - information uploaded to this field will be removed once reviewed)

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