Administrative Manager

  • Job Reference: 00023819-1
  • Date Posted: 11 June 2024
  • Company: University of Oregon
  • Location: Eugene, Oregon
  • Salary: $54,000 to $65,000
  • Sector: Administration
  • Job Type: Permanent

Job Description

Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management

Department: Campus Planning & Facilities Maintenance - Facilities Services
Appointment Type and Duration: Regular, Ongoing
Salary: $54,000 - $65,000/year
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0

Application Review Begins

June 13, 2024

ALL applications MUST be submitted here, https://careers.uoregon.edu/en-us/job/534015/administrative-manager

Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management

Department: Campus Planning & Facilities Maintenance - Facilities Services
Appointment Type and Duration: Regular, Ongoing
Salary: $54,000 - $65,000/year
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0

Application Review Begins

June 13, 2024

Special Instructions to Applicants

To be considered for this position, applicants must submit a current resume that address how you meet the minimum and any preferred qualifications.

We are interested in finding the best candidate for the position. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications - use your resume to let us know what is meaningful to you about the role and what transferable skills or other qualities you would bring.

Department Summary

Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. We plan, build, maintain, and operate the infrastructure that supports the University of Oregon's mission of exceptional teaching, discovery, and public service. As stewards of a physical legacy, we enable the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.

Facilities Services (FS) is responsible for the management of human, financial and material resources, the development and implementation of programs, policies and procedures related to the operation, maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Position Summary

As Administrative Manager you’ll be a crucial member of a professional team, responsible for providing high-level administrative, analytical, data, and project management support for the Director and several Associate Directors in Facilities Services. Your team provides the foundation for an impactful and successful office.

The Administrative Manager oversees a team of up to two staff providing executive and administrative support for CPFM Facilities leadership, including scheduling appointments and meetings and managing calendars effectively, planning events, and managing and assisting with administrative projects. This role is responsible for ensuring incoming information is appropriately triaged on behalf of the Director.

Not only does this work require a high degree of professionalism, efficiency, and creativity, but also you will be part of the Leadership team, with whom you will have the opportunity to collaborate and consult. You will also work closely with other administrative professionals, executives, and teams across in CPFM as well as on campus, gaining insight into the administrative operations of a large and complex organization, a skill set that will benefit you for the rest of your career.

As a Facilities Services representative, you’ll help create an inclusive and welcoming environment within our diverse campus and contribute to the department’s mission, values, workplace safety, and culture.

You will assist and act in a confidential capacity, so handling confidential material appropriately and maintaining an institutional perspective is critical.

You will report to the Director of Facilities Services.

Minimum Requirements

• Three years of experience providing administrative support that includes scheduling and calendar
management.
• Experience assisting with or managing projects.

Professional Competencies

• A strong work ethic demonstrated by punctuality and strong organizational skills; an ability to effectively
prioritize multiple tasks, manage projects to completion, and meet deadlines; working independently, and with adaptability and focus in the face of frequent interruptions and shifting priorities.
• Ability to interact effectively and professionally in an office environment using sound judgment and discretion, particularly as it relates to handling sensitive and/or confidential information, and workplace etiquette.
• Ability to effectively analyze and process requests for time and action to help prioritize urgent and often sensitive matters and facilitate the optimal use of an executive’s time.
• Ability to provide effective executive support, which includes an interest in and ability to anticipate needs and accommodate different work styles; proactively reaching out for help when you need it; effective communication skills, both written and interpersonal; attention to detail; and maintaining a mutually cooperative and respectful working relationship with others responsible for scheduling.
• Ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.

Preferred Qualifications

• Prior administrative experience that includes managing a calendar for an executive-level position in a
complex organization.
• Professional experience in a higher education environment or in another large public organization such as a government agency.
• Experience with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar programs)
• Experience using Computerized Maintenance Management Software (CMMS) systems, such as AiM.

FLSA Exempt: Yes

Location: Eugene, OR
Categories: Administrative/Professional, Administrative/Office Support, Business Administration/Management

Department: Campus Planning & Facilities Maintenance - Facilities Services
Appointment Type and Duration: Regular, Ongoing
Salary: $54,000 - $65,000/year
Compensation Band: OS-OA06-Fiscal Year 2023-2024
FTE: 1.0

Application Review Begins

June 13, 2024

Special Instructions to Applicants

To be considered for this position, applicants must submit a current resume that address how you meet the minimum and any preferred qualifications.

We are interested in finding the best candidate for the position. We encourage you to apply, even if you don’t think you meet every one of our preferred qualifications - use your resume to let us know what is meaningful to you about the role and what transferable skills or other qualities you would bring.

Department Summary

Campus Planning and Facilities Management (CPFM) is a vibrant department, which comprises five units, and approximately 270 employees: Facilities Services, Utilities & Energy, Campus Planning, Office of Sustainability, and Design & Construction. We plan, build, maintain, and operate the infrastructure that supports the University of Oregon's mission of exceptional teaching, discovery, and public service. As stewards of a physical legacy, we enable the university community to achieve its potential by providing a campus that is safe, clean, beautiful, inspiring, and environmentally responsible.

Facilities Services (FS) is responsible for the management of human, financial and material resources, the development and implementation of programs, policies and procedures related to the operation, maintenance, repair and minor renovation of university buildings, grounds and infrastructure systems. These services provide the University of Oregon community with a safe, efficient, reliable, functional and aesthetically pleasing learning environment in support of the University’s mission and vision.

Position Summary

As Administrative Manager you’ll be a crucial member of a professional team, responsible for providing high-level administrative, analytical, data, and project management support for the Director and several Associate Directors in Facilities Services. Your team provides the foundation for an impactful and successful office.

The Administrative Manager oversees a team of up to two staff providing executive and administrative support for CPFM Facilities leadership, including scheduling appointments and meetings and managing calendars effectively, planning events, and managing and assisting with administrative projects. This role is responsible for ensuring incoming information is appropriately triaged on behalf of the Director.

Not only does this work require a high degree of professionalism, efficiency, and creativity, but also you will be part of the Leadership team, with whom you will have the opportunity to collaborate and consult. You will also work closely with other administrative professionals, executives, and teams across in CPFM as well as on campus, gaining insight into the administrative operations of a large and complex organization, a skill set that will benefit you for the rest of your career.

As a Facilities Services representative, you’ll help create an inclusive and welcoming environment within our diverse campus and contribute to the department’s mission, values, workplace safety, and culture.

You will assist and act in a confidential capacity, so handling confidential material appropriately and maintaining an institutional perspective is critical.

You will report to the Director of Facilities Services.

Minimum Requirements

• Three years of experience providing administrative support that includes scheduling and calendar
management.
• Experience assisting with or managing projects.

Professional Competencies

• A strong work ethic demonstrated by punctuality and strong organizational skills; an ability to effectively
prioritize multiple tasks, manage projects to completion, and meet deadlines; working independently, and with adaptability and focus in the face of frequent interruptions and shifting priorities.
• Ability to interact effectively and professionally in an office environment using sound judgment and discretion, particularly as it relates to handling sensitive and/or confidential information, and workplace etiquette.
• Ability to effectively analyze and process requests for time and action to help prioritize urgent and often sensitive matters and facilitate the optimal use of an executive’s time.
• Ability to provide effective executive support, which includes an interest in and ability to anticipate needs and accommodate different work styles; proactively reaching out for help when you need it; effective communication skills, both written and interpersonal; attention to detail; and maintaining a mutually cooperative and respectful working relationship with others responsible for scheduling.
• Ability to work effectively with people from a variety of diverse backgrounds and cultures in support of a welcoming and inclusive environment.

Preferred Qualifications

• Prior administrative experience that includes managing a calendar for an executive-level position in a
complex organization.
• Professional experience in a higher education environment or in another large public organization such as a government agency.
• Experience with Word, Excel, PowerPoint, and Outlook (or similar scheduling/calendar programs)
• Experience using Computerized Maintenance Management Software (CMMS) systems, such as AiM.

FLSA Exempt: Yes