Administrative Assistant, Facilities & Safety Management

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:Responsible for providing specific and general clerical duties in the Facilities Management Administration Office

ESSENTIAL FUNCTIONS / MAJOR RESPONSIBILITIES:

• Work week: 7AM 4PM with one hour lunch break Monday to Friday unless overtime is required and approved by Facilities Manager of Administrative Services and Director of Facilities Management & CPS.
• Provide customer service at front counter to all faculty staff students contractors vendors and community members that frequent the Facilities main office.
• Answer main Facilities phone directing calls taking messages or responding as necessary.
• Answer Facilities Office cellphone ensuring all messages are retrieved in a timely manner and the device is properly charged and is in working order.
• Perform trouble-call desk functions.
• Notify Res Life staff to send 24hr notice to students in res halls of pending facilities work.
• Using the Employee Difference Automated Report track changes hire and termination status of Staff and Faculty as it relates to keys issued. Report is generated via UIS.
• Using the Exit Report track the change of status or withdrawal of students as it relates to keys issued. This report is found in the Exit Database in BOX and is maintained by Registrars Office.
• Prepare keys to be issued and ensure all necessary related paperwork is accounted for.
• Maintain Key Receipt / Filemaker database.
• Maintain all reference materials related issuing and returning University keys to faculty staff students vendors contractors and City of Forest Grove.
• Responsible for filing all returned keys in Facilities Management Key Inventory cabinet.
• Maintain physical inventory of keys for campus buildings working closely Facilities Locksmith to insure accuracy of current keys in use.
• Main Overseer of Keybook Database as well as updating and maintaining office notebooks with hardcopies of Floor Plans and Key information
• Track Past Due Student keys and submit charges to Business Office for outstanding (lost/non-returned) keys.
• Work with Human Resources to assure all keys have been returned from Terminated Employees.
• Notification to Senior Administrative Assistant of all charges related to delinquent keys as needed.
• Oversee the inventory and purchasing of office supplies for Facilities Management & Campus Public Safety Facilities Engineering and Custodial Services.
• Oversee the inventory for the front office copier and order supplies as it becomes necessary.
• Place calls for service and maintenance of front office copier.
• Responsible for entering Custodial Supply usage in the FileMaker database as provided by Custodial Manager
• Work with Custodial Manager to update and maintain current list of custodial supply costs.
• Maintain Contractor Log sheets and ensure all Contractor Badges are accounted for and check back into storage.
• Assist with monitoring the Facilities Department email and responding as needed.
• Assist with drafting correspondence and memoranda and perform clerical duties as needed by Facilities Management staff.
• Provide vacation coverage for front office staff as needed.
• Assist with Motor Pool requests and tasks as needed.
• Assist with data entry in departments web-based database SchoolDude for submitted routine and established preventative maintenance work requests.
• Provide assistance on special projects as specified by Manager of Administrative Services and/or Director of Facilities & Safety Management.
• Working with Conference & Events on event management systems specialist maintain current room size information in Colleague database on an as needed basis.
• Related tasks as assigned.

SECONDARY FUNCTIONS:

Perform other related duties as required by the Manager of Administrative Services or the Director of Facilities Management & CPS

JOB SCOPE:

• Reports directly to the Manager of Administrative Services of Facilities Management & CPS
• Provide excellent customer service to campus community contractors and guests
• Point of Responsibility for the data entry and management of several databases or processes including Custodial supply usage Campus Keybook issued and returned Keys and Contractor Log
• Provides coverage as needed or as directed

SUPERVISOR RESPONSIBILITY:

This position does not have supervisory responsibilities

EDUCATION AND/OR EXPERIENCE:

• High school education or equivalent required some business school or college business training preferred.
• Previous office experience knowledge of current office procedures and equipment required.
• Experience with PCs and a variety of software (Outlook Email Microsoft Office FileMaker Pro)
• Excellent organizational skills and demonstrate ability to work with minimal supervision handle multiple priorities and maintain confidentiality.
• Demonstrate ability to establish and maintain pleasant efficient and effective working relationships with students faculty staff and the general public.

REQUIRED KNOWLEDGE SKILLS ABILITIES & BEHAVIORS:

• Communicates with students faculty staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students faculty and staff.
• Maintains proper appearance and personal conduct for the employees particular job.
• Uses effective communication skills taking into consideration body language filters listening paraphrasing and questions.
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS:

NONE. The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

PHYSICAL ACTIVITIES/ REQUIREMENTS:

Sedentary light work visual acuity with aspects of stooping reaching standing walking grasping talking hearing and repetitive motion.

APPLICATION: Please send cover letter resume and names and phone numbers of three professional references to: Human Resources/Pacific University 2043 College Way Forest Grove OR 97116 or email to

APPLICATION PROCESS

To apply please upload your resume cover letter and names and numbers of 3 references 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 and passing a background check.

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 .