Overview
Executive Assistant to the VP Jobs in Eugene, OR at University of Oregon
Assistant to the Dean
Regis University
R004768
Northwest Denver Campus
Working at Regis University
As Regis employees, we embrace our Jesuit Catholic values of respect, inclusion and equity, and welcome employees, faculty and students from all faiths and cultures. Together, we perform our duties in alignment with the mission of the University and seek dedicated individuals to contribute to and strengthen that mission and our service to students. Why Work at Regis?
Job Summary:
The Assistant to the Dean for the Academic Dean is responsible for performing essential functions for the Rueckert-Hartman College for Health Professions (RHCHP) and providing advanced administrative coordination for the Office of the Academic Dean. This position requires constant oral and written communications with faculty, staff, students, all levels of university administration and personnel, and external constituents. The duties of this position are broad in scope, requiring the individual to be able to quickly learn and adapt to new technology, prioritize and re-prioritize tasks, possess exceptional organizational skills, and effectively handle a variety of tasks concurrently. The position calls for a highly visible representation of the Academic Dean, the College, and the University in a variety of settings. Accordingly, it is essential that the individual maintain poise, professionalism, and confidentiality at all times.
Major Duties and Responsibilities:
Advanced administrative support
Serve as primary support performing advanced administrative duties for the Academic Dean of the Rueckert-Hartman College for Health Professions. Support includes assisting with organizations that involve the Academic Dean in an official capacity. Also assist the Academic Dean in activities as a consultant to outside agencies and academic institutions requiring expertise.
Act as a liaison between the Academic Dean and the School Deans, division and department leaders, coordinators, faculty, staff, and students within the College, the University, and the public sector. Requires a high degree of visibility in representing the Academic Dean.
Coordinate logistics for all interprofessional education activities/events (an important part of RHCHP’s strategic plan and an accreditation requirement) within the College. For each interprofessional activity, ensure the appropriate mix of students from each of the health care programs. This fosters an appreciation among students for each profession and how they need to work together to enhance patient outcomes.
Maintain Academic Dean’s calendar on a daily basis. Schedule and arrange meetings and appointments for the Academic Dean within the University and with outside agencies.
Draft correspondence for the Academic Dean and the associate deans. Proofread and format documents as needed.
Assist the Associate Dean at interprofessional education events, serving as the point of contact for logistics and troubleshooting.
Establish and oversee organizational systems. Perform and prioritize tasks including creation of correspondence, business forms, schedules, minutes, and reports. Coordinate events and receptions.
Coordinate catering and travel as necessary.
Schedule meetings for associate deans.
Responsible for the purchasing needs of the Academic Dean’s Office. Review and reconcile purchasing card statements. Process reimbursements as needed.
Set up large meetings for the Office of the Academic Dean (e.g., RHCHP Advisory Board, Faculty Assembly, etc.)
Work with RHCHP’s Academic Council and nominating committee chair to coordinate the annual elections and new committee members for both RHCHP committees and University committees on which RHCHP has representation. Maintain up-to-date committee lists and track member term dates.
Responsible for taking minutes and providing other administrative support to RHCHP’s Academic Leadership Council.
Cultivate positive working relationships with faculty and staff across the University.
Assign tasks and provide supervision to office work-study student.
Provide pivotal staff leadership in the College and head Staff Assembly and subcommittees as needed.
Administrative support for college PhD programs
Set up systems, processes, and procedures for Graduate Assistants, including hiring checklist, job descriptions, GA agreements, and stipends and/or scholarships.
Manage manuscript submissions, including producing Proposal Title Signature Pages, Plans of Study, Appointments and Changes to Doctoral Committees, Scheduling Doctoral exams, Verifications of Research Subject Compliance, etc. Manage and maintain forms as appropriate.
Report information for SED
Social media/technology management
Strategically develop and post content about the Rueckert-Hartman College for Health Professions to engage current and prospective students, donors, and employees. Monitor social media platforms and respond to comments and messages. Analyze and report on outcomes and trends.
Compile and draft the RHCHP e-News, a bi-weekly communication of happenings across the College and at the University level. Responsibilities include gathering relevant information and pictures from the schools and divisions in RHCHP; writing, editing, and formatting the content; and sending out the e-News to faculty, staff, and select members of University administration.
Utilize the University room scheduling database to reserve rooms needed for special events and meetings. Request optimal meeting space based on participants and technology needs. Troubleshoot technology issues in collaboration with Information Technology Services and/or Media Services.
Work collaboratively with Administrative Technology Coordinator to maintain the RHCHP SharePoint site with updated information (agendas, minutes, committee lists, etc.). Manage the SharePoint Calendar used by all RHCHP academic units.
Mine data for College’s annual report to the President and Board of Trustees, accreditation documents, and other reports as needed.
Create surveys using online web tools for various College needs. Ensure appropriate question and answer structure, question flow, and accuracy before activating survey site.
Registrar-related Functions
Coordinate with the Office of the Registrar to identify students in academic jeopardy within the Rueckert-Hartman College for Health Professions. Communicate with the directors and chairs, as well as the students’ academic advisors. Prepare and distribute letters each semester for students in academic jeopardy (warning, probation, and suspension). Ensure that copies of letters are distributed as appropriate.
With information from the Office of the Registrar, prepare and distribute letters and certificates to students attaining Academic Dean’s List status. Ensure that copies of letters are distributed as appropriate.
Review and verify graduation applications submitted by RHCHP students. Compare with information in Colleague, Regis’ student management system before routing forward.
Working Conditions:
Work is done in an office setting, with some flexibility for working remotely part-time. Work may require occasional weekend and/or evening work. Some local, regional, and/or national travel may be required.
Qualifications:
Bachelor’s degree from an accredited institution of higher learning
A minimum of three years of administrative office experience with progressively increasing responsibilities
Professional written and oral communication skills and the ability to prioritize and balance multiple tasks
High level of computer experience using Microsoft Office, web-based survey and data retrieval tools
Experience with Colleague and other University database systems preferred.
Special Instructions to Applicants
Please submit a CV/resume, cover letter and list of references with your application. Current employees, please submit an application and requested documents by logging into Workday. Click on the Career Worklet to access the internal jobs site.
Please ensure your application is complete and all supporting materials are submitted by May 23rd, 2025.
Regis University offers a broad range of benefits that includes:
Comprehensive group health insurance, including medical, dental, vision, disability and life insurance.
A generous tuition benefit for employees, spouses and dependents
Paid Mission leave to allow our employees to engage in acts of service or to have time for personal reflection.
The “Gift of Time” when Regis closes between Christmas Day and New Year’s Day.
Options for flexible work arrangements based on position.
You can learn more about our benefits by clicking the links below.
25-26 Employee Benefits Summary 04.28.25 or
https://www.regis.edu/_documents/about/offices-and-services/human-resources/regis-university-employee-benefits-guide.pdf
Pay Rate:
$60,000/annually
Application Deadline:
To apply, visit https://regis.wd501.myworkdayjobs.com/en-US/RegisUniversity/job/Northwest-Denver-Campus/Assistant-to-the-Dean_R004768.
Since 1877, Regis University has been using our Jesuit background to provide an education for men and women of all ages and faiths and is accredited by the Higher Learning Commission: A Commission of the North Central Association of Colleges and Schools. Inspired by St. Ignatius Loyola, the mission of Regis University is to educate men and women of all ages to make a positive impact in a rapidly-changing global society. We encourage our students to seek truth, live purposeful lives, and continually examine and attempt to answer the question: “How ought we to live?”
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Title: Executive Assistant to the VP
Company: University of Oregon
Location: Eugene, OR
