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, [email protected] 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.