Executive Assistant

Department:
Office of the Registrar

Special Instructions to
Applicants:

To ensure full consideration, applications must be received by August 4, 2026. 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.

Starting salary will be commensurate with skills, education, and experience.

For additional
information please contact: Erin Wirkkala, erin.wirkkala@oregonstate.edu

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 (Office of the Registrar, Curriculum Management & University Accreditation) is a mission-critical Oregon
State University unit that supports student success from admission through graduation and beyond. We safeguard institutional integrity by
managing academic records, enrollment and instructional services, accreditation, and academic policies. As a trusted institutional partner,
we provide expertise, resources, and systems solutions for students, faculty, and staff while upholding regulatory and accreditation
standards. We foster a welcoming, inclusive, and collaborative environment where all employees are valued for their contributions to student
success.

The Executive Assistant in Academic Operations is a member of the Leadership Team, providing confidential, high-level
support to the Associate Vice Provost for Academic Affairs & University Registrar. This role requires strong collaboration,
communication, adaptability, and comfort with ambiguity in a dynamic environment. Based on the OSU Corvallis campus, the position ensures
the smooth delivery of Academic Operations services and supports the success of students, faculty, and staff across the
university.

Key Responsibilities:

• Executive Administrative Services – Associate Vice Provost for Academic Affairs
  & University Registrar

  Manage the AVP’s calendar, scheduling, meeting logistics, and daily priorities; serve as the primary
  point of contact. Conduct research, prepare summaries, and recommend actions on assigned topics. Coordinate Academic Operations leadership
  meetings, including agendas, notes, and follow-up actions. Support workgroups, committees, and councils through scheduling, communications,
  and meeting administration. Provide confidential administrative support for personnel and budget matters. Assist in advancing Academic
  Operations strategic priorities and goals. Draft, coordinate, and manage communications, correspondence, and materials for executives,
  university, and external stakeholders. Support sensitive personnel processes, including performance evaluations, disciplinary actions, and
  hiring or separation activities.

• Office Administration Support

  Manage Academic Operations office operations,
  logistics, and administrative functions. Provide administrative support to the Deputy University Registrar, Associate Registrars, and
  Directors.

  
  
  

  Coordinate travel arrangements and expense reconciliation in compliance with university policies. Manage purchasing,
  inventory, equipment, supplies, and vendor services in accordance with OSU procurement requirements. Serve as the Office of the Registrar
  liaison for technology resources, website maintenance, and office systems. Coordinate IT, telecommunications, equipment lifecycle
  management, and related troubleshooting. Support recruitment activities in partnership with Human Resources, search committees, and
  candidates. Serve as the Office of the Registrar’s primary Notary Public for student documents. Manage records and file systems, ensuring
  compliance with retention, archival, and state records requirements.

• Budget and Financial Oversight

  Lead budget
  and fiscal operations, ensuring compliance, accountability, and effective stewardship of resources. Partner with the AVP to develop,
  monitor, and refine the Academic Operations budget in alignment with strategic priorities. Provide financial forecasting, analysis, and
  recommendations to support decision-making. Monitor and reconcile revenues and expenditures, identify trends and risks, and implement
  corrective actions as needed. Exercise delegated budget authority to approve expenditures, contracts, and financial commitments within
  established limits. Serve as a liaison with university finance and business services partners on budget and fiscal matters. Support
  procurement, contracting, and expense management, ensuring compliance and timely processing.

  
  
  
• Commencement Operational Support
  & Volunteer Coordination

  Recruit, coordinate, and assign commencement volunteers and staff in partnership with the Senior
  Associate Registrar. Manage procurement, inventory, and distribution of commencement supplies and materials. Coordinate volunteer training
  logistics, including facilities, catering, and technology. Oversee volunteer recognition and appreciation efforts. Provide on-site
  commencement support, troubleshooting, and operational coordination.

Qualifications:

Required
Qualifications:

• Bachelor’s degree.
• Three 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 experience with office operations, including 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.
• Effective verbal and written communications skills, with the ability to draft, write, and correspond professionally
  (and without prompts or support from AVP) with various stakeholders, including executive level management and academic
  constituencies.
• 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 cultivate and manage
  interpersonal relationships judiciously and empathetically.
• 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.
• 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.

Preferred Qualifications:

• 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,
  Slate, or other relational databases.
• Experience with collaborative online tools used in project management, brainstorming, and
  team collaboration (e.g., Miro, Slack).
• Experience with Microsoft applications SharePoint and
  CoPilot.

Working Conditions/Schedule:
This is an onsite position holding typical business hours
between 8:00 a.m. to 5:00 p.m. It may be necessary to work occasional evenings or weekends.

Salary
Range:

$80,300-$89,300

Anticipated Start
Date:
2026-08-24

Anticipated End Date:

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. If this position has “critical or security-sensitive”
responsibilities and/or driving duties and 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.

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