Administrative Assistant- College of Undergraduate Studies, Social Sciences & Business

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

The administrative assistant provides support for School or Social Sciences and the School of Business as well as programs and units with these schools to ensure proper school operation. This includes working collaboratively with school leaders to provide administrative support for school level goals and projects as well as supporting staff faculty students and outside constituents as needed to foster smooth daily operations. In general by supporting the operations of the school the administrative assistant contributes to fostering an engaging and welcoming culture in the Schools of Social Science and Business and the general university.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

ADMINISTRATIVE AND OPERATIONAL SUPPORT

• Provide timely and thoughtful support to the school director(s) chairs faculty students centers and broader community contributing to effective communication and smooth daily operations.
• Support approximately twenty-five faculty and staff on the Forest Grove campus through (a) purchasing of office and instructional supplies subscriptions and memberships (b) arranging catering for various meetings and events and (c) creating/booking travel arrangements.
• Engage with university community through assigned school and college-wide administrative tasks which may include committee administrative assistance faculty meeting minutes etc.
• Assist professionally accredited programs (e.g. Bachelors of Social Work and Business) with administrative tasks associated with program assessment
• Supporting on and off campus events and meetings by scheduling rooms arranging catering and providing other needed administrative support.
• Maintain and schedule repairs for all equipment in Marsh Carnegie Chapman and Berglund as needed.
• Responsible for mail distribution to Marsh Carnegie Chapman and Berglund to ensure mail is delivered to all faculty within the school.
• Ensure that all internal and cross campus paperwork is processed for associated departments.

BUDGET AND FINANCIAL MANAGEMENT

• Maintain the School of Social Sciences and the School of Business budgets which includes managing budget requests balancing and tracking in our financial systems (Colleague) and keeping expenditures within each departments allocation.
• Ensure that all necessary approvals are obtained for all expenditures (e.g. Dean of the College of Undergraduate Students School Director(s) Other University Systems) and maintain detailed record keeping for each expense in order to balance the budgetwithin schools and across budgets as needed.
• Engage in clear communication to request and provide authorization for purchases made for the schools that are paid by outside departments and ensure accurate budget or fund transfers.
• Process timecards for work-study students within the School of Social Sciences and School of Business and ensure that each student and department stays within their allocated work-study budget.
• Create work order requests through University Facilities and ensure they are completed and charged to the appropriate budget within the schools.

ACADEMIC AND FACULTY SUPPORT

• Assist the Director for the School of Social Sciences and the Chair of the School of Business with creating the academic course schedule each year.
• Assist the Director for the School of Social Sciences and the Chair of the School of Business with faculty and staff contracts each semester.
• Assist the School of Social Sciences and School of Business faculty with distributing outstanding senior awards each spring.
• Responsible for the annual collection and archiving of faculty syllabi.
• Maintain current faculty scholarship materials for the schools collection displayed in Marsh Hall and archive as needed.

HUMAN RESOURCES AND STUDENT STAFF SUPPORT

• Hire train and supervise work-study students in the schools and departments within the schools.
• Overseeing the administrative onboarding of new hires and the offboarding of departing employees.
• Support the schools hiring processes which include creating and maintaining folders for each candidates application materials communicating with candidates throughout the hiring processes making travel arrangements for campus visits and organizing catering/meeting logistics for visiting candidates.

COMMUNICATIONS AND PUBLICATIONS

• Designing advertising materials for departmental events as requested using the university guidelines.
• Creating and distributing monthly newsletters for the schools.
• Editing and entering new information for Pacific University website updates as appropriate for individual faculty and departments within the schools.
• Other duties as assigned by the Dean or Associate Dean of the College of Undergraduate Studies

JOB SCOPE

The duties of this position are primarily performed independently with minimal supervision. Direction is always available through the school director and dean and offered when applicable.

SUPERVISOR RESPONSIBILITY

Manage student work-study for the School of Social Sciences and the School of Business to include work authorization timecards and balancing the work-study budget for all departments.

EDUCATION AND/OR EXPERIENCE:

• Minimum of two (2) years of experience in administrative support or program coordination or related work.
• Associates degree in social sciences business or communications is preferred.
• 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 Colleague and EMS scheduling software preferred.

WORKING CONDITIONS:

• On-site office environment at the Forest Grove campus.

PHYSICAL ACTIVITIES:

• Frequently Required: Standing walking talking hearing and 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 .