What are the responsibilities and job description for the Administrative Assistant: Athletics position at Oregon State University?
Position Details
Position Information
Department Intercolleg Athletics (YIA)
Position Title Administrative Assistant To
Job Title Administrative Assistant: Athletics
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
OSU Department of Athletics is seeking an Administrative Assistant . This is a full-time (1.00 FTE ),12-month, professional faculty position.
The mission of the OSU Department of Athletics is to Go Build Excellent, Authentic, Visionary Student-Athletes (GO B.E.A.V.S.). The Administrative Assistant will provide critical administrative and operational support and assist the department’s Executive Leadership Team and other assigned staff with organizational and administrative tasks that include, but are not limited to: generating and reviewing correspondence on behalf of the Executive Staff, managing calendars, drafting meeting agendas, tracking meeting minutes, assisting with NCAA / PAC -12 committee tasks as assigned, managing departmental events and employee programs, and general administrative assistance with sports programs as assigned. This position works in the Athletics Executive Office, in an environment that is highly sensitive. The Administrative Assistant position will effectively make departmental policy recommendations and update departmental policies and procedures as needed. This position will have access to confidential information. Weekend and evening work may be necessary.
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 :
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:
Key Responsibilities
50% ORGANIZATIONAL OPERATIONS
What We Would Like You To Have
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/position_descriptions/112506
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:
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@oregonstate.edu .
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.
Position Information
Department Intercolleg Athletics (YIA)
Position Title Administrative Assistant To
Job Title Administrative Assistant: Athletics
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option?
Job Summary
OSU Department of Athletics is seeking an Administrative Assistant . This is a full-time (1.00 FTE ),12-month, professional faculty position.
The mission of the OSU Department of Athletics is to Go Build Excellent, Authentic, Visionary Student-Athletes (GO B.E.A.V.S.). The Administrative Assistant will provide critical administrative and operational support and assist the department’s Executive Leadership Team and other assigned staff with organizational and administrative tasks that include, but are not limited to: generating and reviewing correspondence on behalf of the Executive Staff, managing calendars, drafting meeting agendas, tracking meeting minutes, assisting with NCAA / PAC -12 committee tasks as assigned, managing departmental events and employee programs, and general administrative assistance with sports programs as assigned. This position works in the Athletics Executive Office, in an environment that is highly sensitive. The Administrative Assistant position will effectively make departmental policy recommendations and update departmental policies and procedures as needed. This position will have access to confidential information. Weekend and evening work may be necessary.
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: https://oregonstate.edu/about
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.
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.
- 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.
- 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.
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.
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/position_descriptions/112506
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:
- A resume/CV; and
- A cover letter indicating how your qualifications and experience have prepared you for this position.
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@oregonstate.edu .
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.
Salary : $60,000 - $71,253
