R&D Executive Support Specialist (Executive Support Specialist 1)

Initial Posting Date:

11/08/2024

Application Deadline:

11/22/2024

Agency:

Higher Education Coordinating Commission

Salary Range:

$3,475 - $4,751

Position Type:

Employee

Position Title:

R&D Executive Support Specialist (Executive Support Specialist 1)

Job Description:

Are you skilled at providing office and administrative support for high level leaders? Does the challenge of coordinating busy schedules and projects while being the go-to person for an office excite you? Then look no further!  Join the Higher Education Coordinating Commission’s Research and Data (R&D) team as the R&D Executive Support Specialist (Executive Support Specialist 1).

Why Join Us

The Higher Education Coordinating Commission (HECC) envisions a future where all people benefit from the economic, civic and cultural impact of high-quality postsecondary education, training and workforce development.  Come work with a team that values equity, collaboration and empathy within beautiful Salem, Oregon!

Come for a job. | Stay for a career. | Make a difference…  for a lifetime!

Our amazing benefits include:

• Competitive medical, vision and dental benefits package for the employee and qualified family members.

• Opportunity to participate in a deferred compensation savings program.

• A fabulous retirement program.  Click here to visit our full benefits website.

•  Work-life balance!

  • 11 paid holidays per year.

  • 3 additional paid "Personal Business Days" per year.

  • 8 hours of sick leave accumulated every month.

  • Progressive vacation leave accrual, starting at 8 hours per month, with increases every 5 years.

  • Hybrid remote work options

What You Will Be Doing

You will provide confidential, administrative support to the office of Research and Data’s (R&D) Director and Deputy Director. You will perform, coordinate and oversee technical and administrative duties, including responding to program complaints, supporting workgroups, and the provision of varied and complex office duties. You will also serve to assist in the administration of operational and mission objectives and strategies in managing and coordinating special projects and operational issues.

The Work at a Glance

Executive Support

• Provide time management and administrative support to the office Director and Deputy Director. Schedule appointments, arrange and coordinate meetings. Anticipate needs and independently identify, gather and organize material necessary for meetings.

• Receive and screen communications including telephone calls, e-mail messages, and mail by using independent judgment, to determine those requiring priority attention.

• Provide commission/board/workgroup support and lead portions as assigned.

• Independently research issues, review and summarize miscellaneous reports and documents; prepare background documents as necessary.

Administrative Duties.

• develop and recommend office procedures and systems; ensure smooth office operations. Maintain supply and equipment records and order office supplies.

• Coordinate the Office’s in-state and national travel arrangements and the development of travel budgets and itinerary.

• Research and assist with development of presentation and informational materials for HECC Commission meetings, legislative presentations and outside events;

• Administer contracts as assigned. Maintain tracking system for contract logs and deliverables for contracts, agreements, and legislative deadlines

This is a full-time, permanent position headquartered at HECC’s Salem Office and is not represented by a union.  The successful candidate may be eligible for in-state hybrid work, which consists of performing duties onsite in a standard office environment and working remotely.  

For a complete list of duties and working conditions, please contact the recruiter for the position description.

What We Need (Minimum Qualifications)

Three years of clerical/secretarial experience which included:

• 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.

Desired Attributes/Skills

If you have these qualities, let us know! It’s how we will choose whom to move forward!

• Possess excellent communication, interpersonal skills, and conflict resolution.

• Possess strong organizational skills.

• Have a high degree of flexibility and work demand tolerance. Adapt easily and ability to deal with shifting priorities and changing demands.

• Have a high degree of accuracy and attention to detail.

• Advanced skills with Microsoft Office software including: Outlook, Word, Access, and Excel.  

Equitable Recruiting

The HECC strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity. We encourage you to apply, even if you don't meet every one of our qualifications listed. If you are unsure whether you meet the qualifications of these positions, please feel free to contact us to discuss your application.

Studies have shown that women and people of color are less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a non-traditional background.

How to Apply

Current State of Oregon Employees: State Employees Apply for Jobs Guide

External Candidates: Application Guide for External Applicants

Application Materials: The hiring manager has requested the following materials be included with your application:

• Resume

• Cover letter - no more than two (2) pages and clearly demonstrates how your education and work experience meet the desired attributes of this position.

Help Your Application Rise to the Top!

Your application materials are the perfect opportunity to highlight your interest in the position and showcase the amazing skills and experience, making you the best candidate for the position. Submissions will be screened for completeness, consistency, and communication skills at the professional level (attention to detail, spelling, grammar, etc.)

Need help?

For questions about the recruitment and selection process, or to request an alternate format, please contact the recruiter: Christina Steele- Christina.Steele@hecc.oregon.gov/ (503) 934-3482

The Fine Print

Salary Range: The range listed is the Non-PERS salary range. Public Employee Retirement System (PERS) participating members will have their base salary increased by 6.95% and pay a 6% employee contribution to PERS.

Future Vacancies: We may use the candidates from this posting to fill future vacancies.

Criminal Records Check: Employment is contingent on the outcome of a criminal records check which may require fingerprints (FBI). Any history of criminal activity will be reviewed and could result in the withdrawal of an offer or termination of employment.

Veterans: If you are a veteran you may receive preference. A request will be sent to your applicant inbox to submit your veteran’s DD214 form.   Click here for more information about veterans’ preference.

Visa Sponsorship: We do not offer Visa sponsorships. If you are hired, you will be required to fill out the US Department of Homeland Security’s I-9 form confirming you are able to work in the US.

The HECC is an Equal Opportunity Affirmative Action (EEO/AA) Employer Committed to Workforce Diversity Employment Opportunity Commission under Title I of the Americans with Disabilities Act (ADA). HECC does not discriminate on the basis of disability in admission or access to our programs, services, activities, hiring, and employment practices.

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