Administrative Assistant- School of Arts & Humanities

Pacific University achieves excellence and distinction by investing in exceptional people to think care create and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse sustainable and dedicated to discovery and excellence in teaching scholarship and practice.

At Pacific University we thrive in an extraordinary environment surrounded by the beauty of the great Pacific Northwest with campus locations inForest GroveHillsboro and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live work teach and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION

Under the direction of Associate Dean College of Arts and Sciences the Administrative Assistant supports the planning coordination and administration of various activities programs and events for the departments of Music and Theatre and Dance. The Administrative Assistant is a key contributor to the Division and College of Undergraduate Studies and provides comprehensive support services and varied administrative functions. This role is essential in ensuring smooth and efficient operations assisting in program and event logistics communication and providing administrative support to enhance engagement and promote Pacific Universitys mission.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

Event Administrative Support and Coordination: Assists as needed with the planning and execution of events in Music and Theatre and Dance. Specific tasks may include:

• Managing event logistics: scheduling vendor coordination ticketing set up coordination of ushers.
• Assist ensemble leaders and performance directors with marketing and publicizing concerts and outreach events including creating the event programs and posters/flyers.
• Coordinate with Marketing and Communications staff in creating and publicizing the performance calendar for each academic year.
• Coordinate with Conferences and Events staff in the scheduling of performance spaces for all rehearsals and events including student recitals applied lessons and small ensemble meetings.
• Collaborate with other staff and faculty to support the annual Music in May high school music festival.

Program Administrative Support: Coordinates comprehensive day-to-day in-person administrative support to the Associate Dean College of Arts and Sciences Department Chairs in Music and Theatre and Dance and to the Taylor-Meade Performing Arts Center. Specific tasks may include:

• Maintenance of office supplies and electronic files for all programs in the arts
• Handling mail and maintaining the office environment.
• Support chair of music in maintaining records and compiling reports for NASM accreditation.
• Track and order equipment and instruments and facilitate their replacement and repair as needed.
• Order performance supplies including music scripts costumes/formal wear and props.
• Assist faculty in preparing/copying daily work syllabi course materials and policies and procedures manuals.
• Coordinate web page updates for performing arts-related content with Marketing and Communications.
• Maintain financial records and work closely with the Budget Manager in the School of Arts and Humanities to track expenses and account balances.
• Manage travel arrangements for faculty and staff in all arts programs and for guest artists and invited speakers/performers.
• Schedule performance and practice spaces and assign student lockers and locks in Taylor Meade Hall.
• Submit room/building key requests for students instructors and staff in Taylor Meade Hall and manage Campus Public Safety access lists for the Annex spaces at the Forest Grove Shopping Center.
• Hire and supervise student workers that provide support to departments and faculty.
• Confidentially handle and maintain student records and financial information.

SECONDARY FUNCTIONS

• Support faculty and staff searches in the performing arts.
• Support the on-boarding of new faculty and staff in the performing arts.
• Provide support for college governance committees as needed.
• Stay informed about best practices in event coordination and administrative support and innovation.
• Serve as liaison for other units across the university that need to use Taylor Meade Performing Arts Center
• Perform other duties projects and initiatives as assigned.

JOB SCOPE

This role operates within established guidelines with responsibilities for administrative functions and logistical support. The Administrative Assistant plays a key role in the successful execution of events and programs contributing to campus engagement and organizational efficiency.

SUPERVISOR RESPONSIBILITY

This position does not directly supervise others; responsible to coordinate student workers for event-related tasks.

EDUCATION AND/OR EXPERIENCE

• Bachelors degree in business communications or an arts-related field is preferred.
• Minimum of two (2) years of experience in administrative support event planning or program coordination.
• Experience in higher education is preferred.

REQUIRED KNOWLEDGE SKILLS ABILITIES & BEHAVIORS

• Respect and exemplify the mission and values of Pacific University in all interactions.
• Adhere to all prescribed university and departmental policies and procedures.
• Follow complex oral and written communications.
• Excellent written and verbal communication skills suited for diverse audiences.
• Handle confidential material and associated issues with maximum discretion.
• Ability to contribute within a team setting; strong collaboration skills.
• Ability to develop and maintain respectful and effective working relationships with all university colleagues.
• Ability to multitask organize and prioritize workload with a high level of accuracy.
• Demonstrated exceptional attention to detail.
• Customer service and results-oriented.
• Demonstrated proficiency in coordinating a high volume of work.
• Proficiency with Microsoft Office Suite Google Suite Adobe Acrobat Pro; experience with Datatel and EMS scheduling software preferred.

WORKING CONDITIONS

• On-site office environment at the Forest Grove campus and occasionally at other campus locations and off-site event venues.
• Some weekends evenings and holidays are required; flexibility in hours is necessary.

PHYSICAL ACTIVITIES

• Frequently Required: Standing walking talking hearing and light lifting up to 20 lbs. in all directions.
• Occasionally Required: Stooping kneeling reaching and repetitive motion.

PHYSICAL REQUIREMENTS

• Light Work: Ability to lift and move event-related materials and equipment as needed.

APPLICATION PROCESS

To apply please upload your resume and cover letter along with your Paycom application. Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Offers of employment at Pacific University are contingent upon proof of eligibility to work in the United States.

At Pacific University we are dedicated to offering experiences that are authentic holistic equity-minded and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices we actively promote access to opportunities and equitable pay for all employees.

We who make up Pacific University aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust civility care openness and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems through an asset-based mindset so that every one is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected their contributions are valued and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation holidaysincluding winter breakand sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Annual 9% retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• Employer-paid life short-term disability and long-term disability insurance
• On-campus benefits including free access to our sports facility and library
• Discounts on campus food bookstore purchases clinic services and outdoor program gear rentals (including kayaks snowshoes and bikes)

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds including those from historically underrepresented groups.

NOTICE OF NONDISCRIMINATION POLICY

Pacific University makes all employment decisions without regard to race color national or ethnic origin ancestry age religion or religious creed disability sex gender identity and/or expression sexual orientation military or veteran status or any other characteristics protected by applicable law. Applicable laws include but are not limited to Title IX of the Education Amendments of 1972 Section 504 of the Rehabilitation Act of 1973 Title VII of the Civil Rights Act of 1964 the Age Discrimination Act and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way Forest Grove OR 97116 or via email at .