What are the responsibilities and job description for the Executive Assistant position at Portland State University?
Position Details
Proposed Start Date
06/02/2025
Classification Title
Executive Support Specialist 1
Working Title
Executive Assistant
Department
310101 - SOG School of Government-Office
Position Number
D96882
Representation
OP - SEIU/OPEU Local 503
Position FTE
1.0
End date, if applicable
Position Summary
Brief Description of PSU/School/Dept
Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands-on learning experiences with hundreds of community partners.
More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
More than 27,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree-lined Park Blocks to the bustling Urban Plaza and state-of-the-art science labs. We are proud of our world-class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.
Position Summary
The purpose of this position is to provide confidential and administrative support for the Public Administration Department (PA) and the Hatfield School of Government (SOG) within the College of Urban and Public Affairs. This position will also perform and coordinate secretarial work for the Office of the Director of the Hatfield School of Government (SOG). Duties include, but are not limited to: providing administrative/financial support, managing events, providing information and assistance to various stakeholders, and overseeing the work of student employees.
This position will work closely with the Director of the Hatfield School, the PA Department staff, various Center staff, faculty, and the broader community. This position has a key function in the day-to-day operations of the Public Administration Department and the Hatfield School of Government.
This position will work closely with the Director of the Hatfield School, the PA Department staff, various Center staff, faculty, and the broader community. This position has a key function in the day-to-day operations of the Public Administration Department and the Hatfield School of Government.
Minimum Qualifications from Classification
Three years of clerical/secretarial experience which included:
Courses or training in Office Occupations or Office Technology may be substituted for up to one year of the clerical/secretarial experience.
No substitution will be made for the one year at the full performance level.
- 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 of the clerical/secretarial experience.
No substitution will be made for the one year at the full performance level.
Additional Minimum Qualifications for this Position
- Proficient in general office software and technology programs including word processing, mail merge, spreadsheets, database maintenance, scheduling, completing fillable forms, website updates
- Excellent interpersonal and professional communication skills (both written and verbal).
- Ability to delegate tasks to student workers
- Ability to manage competing priorities and multi-task to meet goals and deadlines
- Strong organizational skills with attention to detail
- Ability to be self-motivated, proactive and demonstrate ability to take initiatives;
- Ability to work interdependently in a team environment and effectively with diverse people
- Strong customer service skills and experience
- Demonstrated experience creating and maintaining administrative tracking system
- Successful completion of background check.
- Experience with basic bookkeeping and accounting practices
- Minimal experience with desktop publishing and web content management
- Experience with event planning and coordination
Preferred Qualifications
- BA/BS degree
- 1 year experience in working in a higher education setting
- 1 year experience working at Portland State University
- Experience working in PSU systems including Banner, Drupal, D2L, DataMaster/Cognos, OnBase or similar multi-user database
- Advanced MS Office skills. Working knowledge of Google suite for professional purposes (Gmail, Calendar, Sites, Drive, Groups), Emma, Adobe Acrobat
- Experience supervising and directing the work of student employees
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 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, usually 8am-5pm, with occasional evenings and weekends to support events.
Total Compensation Range & Benefits Statement
The starting salary rate for this position will be between $19.68 and $22.40 per hour. The starting salary may be negotiable above this range, however it will be dependent upon the knowledge, experience, skills and abilities of the chosen candidate, the budget of the hiring department, and approval from HR.
PSU’s 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 Public Universities
PSU’s 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 Public Universities
Application Instructions
Additional Information
Additional Application Instructions (deadlines, etc.)
Please list the names, telephone numbers and email addresses for three professional references.
Background Check Required
Yes
If you have questions
Please email publicad@pdx.edu
Salary : $20 - $22
