Brief Description of PSU/School/Dept
Portland State University is recognized as Oregon's primary urban public research university for graduate education. We offer innovative classes and coursework with student success at the heart of all that we do. Graduate students have the opportunity to take part in collaborative experiences in and outside of the classroom that will forward their career goals. Our programs are led by some of the nation's best faculty who are committed to seeing students succeed academically and professionally. Graduate students will join faculty as they make progress on research topics that range from a new cure for malaria to classroom mindfulness.

For more information, please visit our web site at https://www.pdx.edu/gradschool/

Position Summary
This position provides executive administrative support to the Dean and the Associate Dean of the Graduate School including scheduling, purchasing, special events, human resources, and travel support. In addition, this position is responsible for office management, executing and monitoring administrative and fiscal transactions for office operations and personnel requirements for the Graduate School. This position is the liaison with other financial and administrative units on campus to achieve these functions. The Executive Assistant also provides administrative support for all Graduate School employees.

Duties and responsibilities include:
Administrative and Human Resources Support
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
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

• 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 and Fiscal Transactions

• 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

• 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.

Minimum Qualifications
Minimum Qualifications - Bachelor's degree or equivalent experience.

• At least 3 years of progressive experience in executive level support.
• Self directed proactive and demonstrated ability to initiate activities.
• Ability to maintain confidentiality.
• Proficiency with computing skills including Google apps, Microsoft Office (Word,
• PowerPoint, Excel), electronic calendars, database management systems and fiscal
• systems.
• Demonstrated ability to work well with and assist a diverse clientele with competing
• priorities.
• Excellent interpersonal skills.

Preferred Qualifications

• Master's degree.
• Familiarity with graduate education processes and terminology.
• Experience handling human resources and personnel issues.

Key Cultural Competencies

• Create an environment that acknowledges, encourages, and celebrates differences.
• Function and communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
• Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Adhere to all of 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, 8:00am - 5:00pm. There is no option to work remote from campus. 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 : https://www.pdx.edu/human-resources/benefits-overview

Please visit our total compensation calculator to see the full value of our benefits package : https://www.pdx.edu/human-resources/psu-total-compensation-calculator

Application Instructions

Additional Information Additional Application Instructions (deadlines, etc.)
Please list the names, telephone numbers and email addresses for three professional references. Candidates with experience working at Portland State University are encouraged to apply.
Does this position require the employee to drive a motor vehicle? No Background Check Required Yes Position End Date (if applicable) If you have questions
Please email the Graduate School at gradschool@pdx.edu

Search Details

Posting Close Date Projected Close Date for Posting Open Until Finalists Identified Application screening begins 06/10/2024 Quick Link https://jobs.hrc.pdx.edu/postings/45090