Administrative Assistant for College Operations

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 in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

Salary Range: $45,000 - $55,000

Reports to:  Administrative Service Manager and Executive Assistant to the Dean

GENERAL DESCRIPTION OF POSITION:

The Administrative Assistant for College Operations provides essential day-to-day operational support to faculty and staff across all academic departments.

This role focuses on the physical and operational needs of the college, ranging from facilities management, studio & laboratory support to event coordination and student worker supervision. The incumbent ensures that the college’s physical spaces are functional, and events run smoothly.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

• Assist the Associate Dean of the Faculty in submitting facilities requests to maintain academic spaces.
• Assist faculty and staff with ordering supplies for studios and laboratories.
• Gallery Management: Assist with the management and operational needs of the Cawein Gallery.
• Organize and coordinate logistics for internal college events, including luncheons, receptions, and dinners. 
• Manage scheduling, catering, and technology requests for high-profile college events (e.g., Visiting Writers Series, Annual Lectures, Senior Projects Day, Undergraduate Research Conference).
• Onboard, train, and supervise student workers deployed for department and school office support.
• Manage student worker timecards and track student worker expenses across all departments and schools to ensure budget compliance.
• Design advertising materials and assist in the creation and distribution of college newsletters.
• Process purchase requests, invoices, and check orders for assigned departments.
• Manage expense reimbursements and petty cash reconciliation in accordance with college policy.
• Perform reconciliation for non-personnel college accounts as assigned by the Administrative Services Manager and Executive Assistant to the Dean. 
• Perform these financial duties as specifically assigned by the Administrative Services Manager & Executive Assistant to the Dean.
• Resource Management: Order and manage inventory for office supplies, furniture, and course materials.
• Office Support: Handle the distribution of mail and manage photocopying requests.

SECONDARY FUNCTIONS:

Ad-Hoc Support: Perform other duties as assigned by the Administrative Services Manager to ensure efficient office operations.
 

JOB SCOPE:

Responsible for student worker supervision, limited decision-making authority, budget accountability for non-personnel college budgets. 

SUPERVISOR RESPONSIBILITY:

Student workers only.

EDUCATION AND/OR EXPERIENCE:

• High school education or equivalent required
• An Associates Degree in any field or Bachelor's degree in any field desired. 

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

• Experience in office administration, preferably within a Higher Education setting.
• Some experience with Colleague, FileMaker, Microsoft Office Suite (Excel, Word, Outlook) and experience with AI tools is highly desirable.
• Excellent written and verbal communication skills, with the ability to interact professionally with Deans, Faculty, and Staff.
• Basic understanding of budget tracking, invoicing, and expense reporting.
• 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.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.
• Advanced organization skills.
• The ability to work independently with minimal direction.
• Proven experience in coordinating events, including catering, room setup, and AV logistics.
• Experience supervising staff or student employees is highly desired.
• Familiarity with work order systems is desired, but not required
• Physical Ability: Ability to assist with physical event setup and distribution of materials/supplies.
• Some experience with basic design tools such as Adobe, Canva, etc. 

WORKING CONDITIONS:

This position requires working onsite in an office setting. Work in the evening, weekend and overtime might be required. 

PHYSICAL ACTIVITIES:
__Climbing __Balancing _x_Stooping __Kneeling _x_Crouching __Crawling _x_Reaching _x_Standing
_x_Walking _x_Pushing _x_Pulling _x_Lifting _x_Keyboarding _x_Grasping  _x_Talking _x_Hearing
__Repetitive motion

PHYSICAL REQUIREMENTS:
_x_Sedentary work __Light work __Medium work __Heavy work __Very Heavy work __Visual acuity

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.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

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.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

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 everyone 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, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Generous 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
• 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 provost@pacificu.edu.

Salary : $45,000 - $55,000