Executive Support Specialist

Executive Support Specialist 2

The Oregon Youth Authority (OYA) is seeking a highly organized and collaborative Executive Support Specialist to provide confidential executive support to the Assistant Director of Health Services (Medical Director) and administrative support to OYA's Health Services Division. This position plays a critical role in supporting agency operations by coordinating complex administrative activities, managing calendars and meetings, preparing professional documents and reports, conducting data analysis, and handling sensitive information with the highest level of discretion and confidentiality.

Working under the direction of the Medical Director, this position provides high-level administrative support and participates in efforts to strengthen Health Services management practices and policies. Responsibilities include coordinating and gathering information related to Health Services operations, supporting strategic initiatives, and assisting with information collection and coordination for collective bargaining matters.

We are seeking candidates with exceptional organizational and time management skills, strong technical proficiency in document preparation, calendaring, data analysis, and Microsoft Office applications, and the ability to adapt to changing priorities in a fast-paced environment. The ideal candidate demonstrates sound judgment, professionalism, attention to detail, and a commitment to maintaining a high standard of conduct at all times.

Key responsibilities for this role include:

• Executive Support for the OYA Health Services Department
• Confidential Executive Support
• General Office Management

Minimum Qualifications:

One year of experience performing administrative duties in support of agency projects or programs. Qualifying experience would involve data collection and analysis; project evaluation and/or analysis; interpretation and application of laws, rules, and regulations; or similar experience.

Required Skills:

• Knowledge of the health care industry; experience working in a health care setting.
• Skills in Microsoft Office Suite (Excel, Word, PowerPoint, Teams, Outlook); able to create spreadsheets.
• Training or experience with accounts payable invoices.

DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA:
If you have these qualities, let us know! It's how we will choose whom to move forward!

• Strong organizational skills
• Technical competency with document preparation, calendaring, and data analysis
• Strong calendar and meeting management skills
• Adaptable and flexible
• Handles sensitive information with discretion and confidentiality
• Maintains a high standard of conduct at all times

How to Apply:

• RESUME AND COVER LETTER
  
  REQUIRED:
  
  In your cover letter, please describe your experience, skills, and knowledge as they relate to the DESIRED ATTRIBUTES/APPLICATION SCORING CRITERIA of the position and explain why you are the best fit for this role. Limit your cover letter to no more than 2 pages and ensure it is in PDF format for accessibility.
• Ensure your application and/or resume thoroughly reflect your skills, experience (both lived, volunteer, and professional), knowledge, and/or education pertinent to this position, including how you meet the minimum qualifications and any/all desired attributes. Include in your resume dates of employment and descriptions of duties/responsibilities for each position.
• After you submit your application, please respond to the public records request authorization and gender identity questionnaire. This step will come after you submit and will complete the process. If you are an employee, the tasks will come to your Workday inbox.
• If you are a veteran, you may receive preference.  for more information about veterans' preference. The task to claim preference will come after the public records request and gender identity questionnaire tasks.  for a guide on how to upload your documents. For privacy reasons, please do not attach your DD214/DD215/civil service preference letter to your application or combine it with any other required document attachments.

Caution:
If you fail to follow these instructions, including failing to attach a resume or cover letter as described above, we will have to disqualify your application. We cannot consider incomplete or late applications.

Additional Information:

• Hybrid Telework:
  This position is eligible for a hybrid work arrangement, requiring a minimum of three in-office days per month at the Central Office. There may be times when additional in-office days are necessary due to workload demands. In-office and remote work schedules are reviewed periodically to ensure business needs are met and may be adjusted at any time. Please visit the state's Work Reimagined website for more information.
• This recruitment will be used to establish a list of qualified candidates to fill multiple, current, and future vacancies.
• Your application materials are used to determine your starting salary range. Through an equal pay assessment, we will determine the salary…