CUPA Operations Manager & Dean’s Executive Assistant

Position Summary

The College of Urban and Public Affairs at Portland State ranks among the country’s top professional public policy and urban planning colleges. A unique center for education, research and engagement, the College works closely with regional partners to create new understanding and actionable solutions for our region’s current and future challenges, creating new ways for the communities we live in to thrive.

The University offers undergraduate and graduate programs in Criminology and Criminal Justice, Economics, Politics and Global Affairs, Public Administration, and Urban Studies and Planning. The College also houses 15 Centers and Institutes that serve as a bridge between the College and the community, providing applied research that benefits the surrounding communities with an emphasis on public service.

The Operations Manager & Dean’s Executive Assistant provides high‑level confidential administrative support to the College of Urban and Public Affairs (CUPA), managing the Dean’s Office operations and special projects.

• Ensure the smooth operations of the Dean’s Office by developing, implementing and maintaining office policies and procedures;
• Organize and maintain the workings of the Office of the Dean, including but not limited to, procurement card custodian;
• Serve in the DAS role for the travel authorization/reimbursement process for Dean’s office administration;
• Authorize airline bookings for senior administration which includes the Dean, Associate Dean, and Assistant Dean/Senior Fiscal Officer (SFO) while maintaining travel authorization and budgetary guidelines.

• Assist the Dean, Associate Dean, and Assistant Dean/Senior Fiscal Officer in formulating and implementing College policy and procedure;
• Manage the Dean’s calendar and schedule meetings for the Dean’s Office;
• Review and prioritize correspondences;
• Coordinate Dean’s travel arrangements, authorizations, and reimbursements;
• Utilize excellent organizational skills, interpersonal skills, and exceptional judgment to facilitate collaboration and communication among diverse groups, and proactively solve problems and/or independently handle a variety of complicated and confidential issues.

• Bachelor’s degree.
• Three years of administrative support experience.
• Office management/coordination experience.
• Experience in managing correspondence and coordinating meetings using calendar software, such as Google Calendar.
• Sound management skills and ability to prioritize and multi‑task to meet goals and deadlines.
• Demonstrated ability to work as part of a team providing efficient and reliable administrative support.
• Strong oral and written communication skills.
• Strong interpersonal skills and an enthusiasm for the mission of Portland State University.
• Demonstrated ability to maintain confidentiality.
• Ability to remain calm in a fast‑paced environment and work well with and assist a diverse clientele.
• Self‑directed, proactive and demonstrated ability to initiate problem‑solving.
• Experience with general office procedures related to financial tasks such as paying invoices and ordering supplies.
• A working knowledge of appropriate computer software including Google calendar and email, Google Suite products, and/or Microsoft Office Suite.

• Experience providing support to the executive‑level
• Experience supervising front‑line staff and/or students
• A working knowledge of higher education in general and Portland State University in particular
• Experience in Banner and People Admin

• Create an environment that acknowledges, encourages, and celebrates differences.
• Function and communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
• Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Adhere to all of PSU’s policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of…