Position Details
Position Information
Department Counseling Center (MSA)
Position Title Administrative Assistant To
Job Title Administrative Assistant to Executive Director
Appointment Type Professional Faculty
Job Location Corvallis
Benefits Eligible Full-Time, benefits eligible
Remote or Hybrid option? Yes
Job Summary
The Counseling Center is seeking an Administrative Assistant to Executive Director. This is a full-time (1.00 FTE ), 12-month, professional faculty position.
Counseling and Psychological Services ( CAPS ) provides a variety of services to help students address the challenges and difficulties they face. We are dedicated to helping students by providing brief counseling services, or, if more intensive or specialized care is needed, making referrals to health care providers in the community.
The Administrative Assistant to the Executive Director of Counseling and Psychological Services is a member of the CAPS leadership team and reports to the Executive Director. The position provides primary, confidential, administrative and executive assistance to the Executive Director of CAPS at OSU . This position represents and speaks on behalf of the Executive Director of CAPS to various university and community constituencies. As a direct associate to the Executive Director, this position must be highly sensitive and alert to the issues which are critical to the functions of this office and which affect the academic and personal lives of students (e.g. student mental health and well-being, family crises, academic issues, university grievances). This position assists the Executive Director with problem solving at every level, helping to navigate complex staff dynamics and the impact on student services. This person works closely with the Executive Assistants of those in Student Affairs leadership to establish collegial relationships and strong collaboration with campus partners.
The majority of the work in this position is done independently, and common tasks include serving on the leadership team, program coordination, writing reports, assisting with supervision of support staff, following up on highly confidential personnel matters, and problem solving with student or staff emergencies. This position supervises the SAIT technician who coordinates department computer functions and serves as the liaison with SAIT services. This position creates and sustains a good relationship with the Business Center, and is responsible for fiscal operations, accounting, and personnel operations including initiating a search, hiring and maintain confidential personnel records.
This position supervises the Support Staff Coordinator and helps facilitate day-to-day office operations of CAPS .
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.
Oregon State University is deeply committed to the principles of a Health Promoting University. This commitment drives a collaborative approach across OSU's safety and well-being programs, reducing silos and coordinating efforts to enhance employee safety and well-being. By prioritizing resources that support the health of both employees and students, OSU fosters a culture of care and a healthier campus environment where everyone can thrive.
2025 Best Place for Working Parents® Designation! (https://bestplace4workingparents.com/policies/)
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
30% - EXECUTIVE SUPPORT :
Make independent decisions about, coordinate, supervise and execute support services for the Executive Director of CAPS including, but not limited to: maintaining the complex and demanding calendar of the Executive Director; receiving and screening sensitive calls and guests; composing original correspondence; planning and scheduling to enhance the Executive Director's ability to optimize effective participation in meetings and events; reading, screening, and prioritizing requests, responses and reports.
Responsible for managing projects as directed by Executive Director, Senior Director of Clinical Services, others on the leadership team, or self-initiated. Examples might include but are not limited to position description revisions, remote work agreement coordination, professional development data, etc.
40% ADMINISTRATIVE OPERATIONS :
Responsible for daily budget and fiscal matters relating to CAPS including but not limited to processing invoices and procurement card expense statements, preparing personal service contracts, drafting memoranda of understanding, and assisting Executive Director in preparing for budget meetings.
Direct liaison with the Community Network, AABC , and Human Resources, Student Health Services, DAS , Office of Student Life, and all other campus partners regarding matters related to CAPS .
Serve as administrative support and HR liaison for searches and recruitment process, including completion and submission of paperwork, purchase of advertising, coordination of preliminary and final interviews, arrangement of travel, catering and interview itineraries, scheduling reference calls, compiling evaluation feedback and organizing orientation for new staff.
Facilitate, follow-up and communicate personnel management issues including, but not limited to: research and communications related to sensitive and confidential personnel actions or potential grievances; searches and recruitments; immigration forms and costs for international hires.
Maintain confidential and up-to-date personnel records of CAPS employees, including international professional faculty.
Serve as informed resource for direct reports to the Executive Director, as well as other campus colleagues, department heads, staff, students, parents and community members.
Administrate work-groups convened by the Executive Director.
Assist with research and data analysis that facilitate informed discussions and decisions.
Assist Executive Director in coordinating CAPS' initiatives by providing creative thinking, energy, collaboration, leadership and support with issues and specific projects that will move issues forward.
Assist with presentation preparation; collaborate with Executive Director in creating correspondence or materials to enhance communications for presentations and reports (Power Point, Excel, etc.).
Participate on the CAPS Leadership Team, with responsibility for creating the agenda and summarizing/distributing minutes.
15%- OFFICE MANAGEMENT AND SUPERVISION
Provide leadership and supervision for assigned support staff: hire and train; plan, assign and review work; establish performance of goals and assess performance through completion of written evaluations; discipline, or effectively recommends discipline, up to and including dismissal. Help facilitate day-to-day office operations of CAPS .
10% MANAGE TECHNICAL AND COMPUTER SERVICE NEEDS
The position assists with creation/deletion of accounts, purchases technical equipment and software, and supervises CAPS' dedicated IT technician to resolve technology issues. Helps maintain inventory of laptops and peripheral equipment for 35 staff.
This responsibility requires familiarity with technology, but doesn't require expertise, as SAIT will be our content experts for information services. However, the position requires excellent communication skills and an ability to coordinate efforts between the two departments.
5% - OTHER DUTIES AS ASSIGNED
Work in a coordinated fashion with the Division of Student Affairs, support staff of direct reports and other campus colleagues and community members.
Represent CAPS at various campus professional groups and organizations.
What You Will Need
Bachelor's degree in Business, Finance, Communications, Sociology, Psychology, or other related discipline, and at least two (2) years' experience providing executive-level administrative support to an administrator OR an equivalent combination of education, training, and professional experience providing executive-level administrative support.
Demonstrated ability to maintain confidentiality
Demonstrated evidence of sound written, oral and interpersonal communications.
Strong organizational skills.
Experience working with and supervising diverse staff in a busy office setting, with the ability to be calm and solution focused in stressful situations.
Ability to work both independently and as a member of a team to facilitate smooth service and office operations.
Ability to make thoughtful decisions, prioritize multiple tasks, and interpret policies and procedures to constituents reasonably, thoughtfully, and in a manner that facilitates a high caliber service to the OSU community
Commitment to promoting an inclusive work environment.
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
Professional administrative experience including supervision, office management, budget projections and management, program coordination, HR processes, and event planning.
Ability to take initiative and lead within the organization.
Experience in using and implementing, and developing computer applications and software for office or department functions including database management, management of multiple workstations, word processing software; Excel and Access; specialized software applicable to CAPS functions; Qualtrics.
Working Conditions / Work Schedule
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 $66,500 - $73,500
Link to Position Description
https://jobs.oregonstate.edu/position_descriptions/18727
Posting Detail Information
Posting Number P09858UF
Number of Vacancies 1
Anticipated Appointment Begin Date 06/12/2026
Anticipated Appointment End Date
Posting Date 04/15/2026
Full Consideration Date 04/29/2026
Closing Date 05/02/2026
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 April 29, 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
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:
Sherri Bird
Sherri.bird@oregonstate.edu
541-737-0855
We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.
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/179233
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.
