Executive Services Manager

Executive Services Manager

Interviews: First- and second-round interviews will be conducted November 12-14. First-round interviews will be held remotely, and second-round interviews will be held in person.

Who We Are

The Chief Justice of the Oregon Supreme Court serves as the administrative head of the Oregon Judicial Department (OJD). The State Court Administrator (SCA) supports and assists the Chief Justice in exercising administrative authority and management of the statewide unified court system of trial and appellate courts. The SCA manages OJD's centralized support systems including budget and accounting, technology, human resources, and programmatic and educational functions, as well as the data collection, analysis, and reporting accountability required of a branch of state government.

The SCA also manages the Executive Services Division (ESD) within the Office of the State Court Administrator (OSCA) at OJD. ESD provides OJD's executive policy, legal advice, communications, and governmental relations services, as well as support for judicial branch leadership structures and meetings, judicial coverage, administrative services, and general coordination and assistance to support and promote judicial branch success.

We are committed to building a diverse, inclusive team and encourage candidates of all backgrounds to apply. We consider relevant work, lived experience, and education, plus any transferable skills and abilities that may meet our qualifications or the skills and attributes we need for this position. We welcome all candidates who are inspired by our work and mission.

Benefits To You

• We pay 95% to 99% of medical insurance premiums for full-time employees, including mental health coverage.
• 10 paid holidays, 2 floating holidays, 3 personal business days, separate sick and vacation paid leaves (prorated for part-time employees), and other employee benefits such as optional insurances and flexible spending plans.
• OJD will pay you a 5% allowance for bilingual skills (includes ASL) if you can pass a skills test and are assigned to use those skills on the job.
• Salary offers are made with consideration of the candidate's education and experience.

Position Highlights

ESD is hiring an Executive Services Manager to join our team in Salem, Oregon.

In this dynamic role, you will train, motivate, coach, and mentor a talented team of administrative staff. You will assign and review work, provide feedback, and ensure assignments are completed on time and as expected. When your staff members are unavailable, you will provide backup for their essential functions. You will manage performance, resolve issues and complaints, and provide awards and discipline. You will use our human resources information system, Workday, to process timesheets, leave requests, and other personnel matters. As hiring needs arise, you will oversee recruitments, liaise with OJD's Human Resource Services Division, and share the SCA's directives. You will ensure, directly or through supervisors, that all position descriptions are up-to-date. You will also coordinate tasks related to staff separations and retirements, including equipment returns.

Additionally, you will perform high-level management and administrative tasks for the SCA and Deputy State Court Administrator. You will coordinate ESD functions and events, including overseeing the annual Judicial Conference and meetings of the Circuit Court Judges Association. You will provide support in areas such as logistics, venue selection, and lodging. You will coordinate high-level OJD meetings that are held in person and remotely. You will also reconcile ESD's accounts payable and receivable, authorize payments for services, and monitor the division's budgets.

You will maintain and distribute information about OJD committees, judges, memberships, charters, and Chief Justice Orders. You will ensure that the Government Relations team and various committees and programs have adequate staffing. You will supervise the coordination of pro tempore judges' work and provide coverage for the Pro Tem Manager as needed. You will oversee reporting to the Oregon Ethics Commission. You will document legislative sessions by cataloging, tracking, distributing, and retaining materials. You will also confirm that all outgoing communications from the Chief Justice, SCA, and OSCA divisions are reviewed, revised, and distributed quickly and efficiently.

As the primary contact for facility issues, you will oversee the upkeep of our office, coordinate office moves and remodels, and manage parking assignments. In doing this work, you will coordinate with external vendors, the Oregon Department of Administrative Services' Facility Services team, OJD Procurement, and OJD's Office of General Counsel as needed.

Assigned tasks may be changed to accommodate workload and organizational needs.

Instructions for Required Cover Letter and Work History/Resume

Your cover letter and work history/resume should demonstrate how you meet the Minimum Qualifications, the Special Qualifications, and the Requested Skills and Attributes, which are listed below.

Cover Letter (REQUIRED)

• Attach your cover letter (not to exceed four pages) in the Resume/Cover Letter section of the application. Your cover letter and filename should include your name.
• In the body of your cover letter, please include responses to all Requested Skills and Attributes listed below.
• Address the cover letter "To the Hiring Manager."
• Do not use a generic cover letter; please personalize your cover letter for this position. We read every letter.
• Prepare your cover letter before starting your Workday application.

Work History/Resume (REQUIRED)

• Attach your updated resume in the Resume/Cover Letter section of the application. Your resume and filename should include your name. OR
• Complete the Job History/Work Experience portion of your Workday profile if you are not using an updated resume.

Failure to follow these instructions may result in rejection of your application. All application materials will be evaluated for consistency of information, and your letter will be evaluated for grammar, spelling, punctuation, and language use in addition to demonstrated experience. The application deadline is 11:59 p.m. on the date listed above.

Minimum Qualifications

(These must be evident in your resume or work history.)

The qualified candidate must have a bachelor's degree in public administration, court administration, management, business, or a related field.

AND

Three (3) years of increasingly responsible supervisory level experience that supports the duties, knowledge, skills, and abilities for the position.

OR

Any combination of education and experience equivalent to seven (7) years of experience that typically supports the knowledge, skills, and abilities for the position.

Special Qualifications

(These must be verifiable.)

None.

Requested Skills and Attributes

(These must be addressed in your cover letter.)

• Experience coordinating multiple complex projects, assignments, or programs, and interacting with stakeholders who may have competing priorities and perspectives.
• Experience supervising staff including hiring, training, motivating, assigning work, providing performance evaluations, and handling discipline.
• Experience performing and considerable knowledge of OJD or other court business processes.
• Experience with and knowledge of governmental budgeting, accounts payable and receivable, and monitoring budgets.
• Experience acting as a primary contact for project or event coordination.
• Experience working for OJD is preferred.

Working Conditions

• This is a full-time position, and the work schedule is currently 8:00 a.m. to 5:00 p.m., Monday through Friday. This position is FLSA-exempt and ineligible for overtime compensation for hours worked in excess of 40 per workweek.
• Early morning, evening, weekend, and holiday work will come in cycles, especially during legislative days and legislative sessions, to meet deadlines and attend meetings. Occasional after-hours or weekend work may be required to respond to emergencies and other urgent issues.
• Some in-state travel, including possible overnight travel, may be required to attend meetings and events and to visit local courts.
• This position is considered an on-site position, with occasional remote work as approved in advance by the SCA. All remote work agreements begin, end, or change only with administrative authority approval.
• Daily management and multi-tasking of projects with conflicting requirements, priorities, and deadlines.
• Frequent phone and in-person contact with people from diverse backgrounds.
• Long periods of sitting or standing while working at a computer.
• Work is performed in an office setting. Must use, and be familiar, experienced, and comfortable using, a full array of current technology tools and office software programs for accessing and doing work and research