Easter Seals Jobs

Position Details

Position Information

Department General Counsel Office (UPR)

Position Title Administrative Assistant To

Job Title Administrative Assistant

Appointment Type Professional Faculty

Job Location Corvallis

Benefits Eligible Full-Time, benefits eligible

Remote or Hybrid option?

Job Summary

The Office of the General Counsel is seeking an Administrative Assistant. This is a full-time (1.00 FTE ), 12-month, professional faculty position.

The Administrative Assistant (AA) will join the Office of the General Counsel, led by the Vice President and General Counsel, with a staff of five other attorneys, two paralegals and an executive assistant in an energetic, collaborative office that provides legal advice to a broad range of university academic and administrative senior leadership and offices and to the university’s Board of Trustees.

OGC is a fast-paced, high-volume workplace responsible for the entire range of legal matters for the university including legal advising in such areas as labor and employment, civil rights, constitutional law, public records, public finance, student affairs, intellectual property, technology transfer, information technology, research transactions, design and construction transactions, procurement, purchasing and contracts, real property matters, risk management and compliance.

The Office of General Counsel is dedicated to providing a welcoming and inclusive work environment, in which each individual is treated with dignity and respect and is valued for their contribution to success at Oregon State University.

The AA’s work is performed independently in a dynamic office environment that is highly sensitive and confidential, and critical to successful delivery of the university’s mission. This position has access to highly sensitive, confidential information involving the entire spectrum of the university’s legal affairs and must maintain absolute discretion at all times

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

•7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) 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

Locations:

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 acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) 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.

Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU .

Key Responsibilities

50% Confidential Administrative Support for the Office of the General Counsel

• Manage several dynamic and complex attorney calendars by using the appropriate level of discretion and course of action regarding issues and concerns, including those of a sensitive or confidential nature, while anticipating the needs of the attorneys and the office to facilitate strategic prioritization of time and focus.

• Intake, track, and process records requests, including subpoenas and FERPA requests to include entry of data in OGC database, gathering records from relevant units, organizing, and providing records for attorney review.

• Manage outside counsel invoice tracking and payment process to include entry of data in OGC database, distribution of invoices for attorney approval, sending to relevant units or business center for payment.

• -Use various computer software programs to assist in word processing and document development; utilize effective and accurate electronic and hard-copy record-keeping systems in accordance with OGC protocols and university record retention policies.

• Develop strong working relationships with staff of OGC partner offices to facilitate communication, collaborative problem-solving, and coordination on matters that cross units.

• Serve as a member of the OGC Operations Team through creative, flexible, and innovative collaboration to identify and proactively improve the operational procedures and systems of OGC .

• Compose and edit confidential and general correspondence, reports and memoranda. Locate, assemble and summarize materials for office action. The person in this position will have access to confidential information, related to collective bargaining, prior to it being public knowledge, as a part of their role as confidential administrative support.

50% Office Coordination and Other Duties as Assigned

• File emails from multiple email boxes into OGC’s electronic document management system. Retrieves documents and records from the system as requested.

• Scan and file attorney notes and other materials into OGC’s electronic document management system.

• Process invoices for payment; ordering office supplies; monitoring the inventory and maintenance of office equipment.

• Serve as an interface on behalf of the Office of the General Counsel by greeting visitors and responding effectively to in-person, phone, and email inquiries from students, staff, faculty, university administrators, and members of the public.

• Coordinate meeting logistics, including arranging dates, facilities, technology and equipment, meeting materials, and catering.

• Performs other duties as assigned. May be assigned projects and tasks to manage the workflow of the office and support special events.

What You Will Need

• 3 years experience in a position with similar duties supporting work in a high-volume office.

• Strong oral, written, and interpersonal communications skills with both internal and external constituencies in a professional setting.

• Demonstrated ability to manage complex scheduling needs with high level of attention to detail and accuracy.

• Professional experience planning, prioritizing, and managing simultaneous projects, often with strict deadlines, and managing multiple tasks and shifting priorities while coordinating a high volume of work.

• Demonstrated ability to work in a setting requiring strict adherence to confidentiality and maintenance of confidential records.

• Professional experience with Microsoft Office and Adobe Professional software.

• Demonstrated ability working with electronic document management and processing systems.

• Professional experience requiring high level of accuracy and attention to detail.

• Professional experience requiring the exercise of independent judgment.

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.

What We Would Like You to Have

• Bachelor’s degree

• Experience working in higher education

• Experience working in a law office or in-house legal department

• Experience with Worldox (or equivalent document management system) and/or FileMaker

Working Conditions / Work Schedule

High intensity, high volume legal office with six attorneys. The expected schedule is Monday through Friday from 8am to 5pm, with the ability to work flexible hours and accommodate situations that may arise some evenings and/or weekends.

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 $65,200 - $72,000

Link to Position Description

https://jobs.oregonstate.edu/position_descriptions/141164

Posting Detail Information

Posting Number P08733UF

Number of Vacancies 1

Anticipated Appointment Begin Date 02/01/2025

Anticipated Appointment End Date

Posting Date 12/20/2024

Full Consideration Date 01/17/2025

Closing Date 01/31/2025

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 January 17, 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:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

You will also be required to submit the names of at least three professional references, their e-mail addresses and telephone numbers as part of the application process.

For additional information please contact: Heather.Cashell@oregonstat.edu or 541-737-2474.

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

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

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 ourBackground Checks (https://hr.oregonstate.edu/careers/background-checks) website including thefor candidates (https://hr.oregonstate.edu/careers/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 atemployee.relations@oregonstate.edu.

Supplemental Questions

Read More at: https://jobs.oregonstate.edu/postings/163151

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.