Administrative Assistant, Facilities

PACIFIC UNIVERSITY • , OR

3d • Onsite

About The Position

The Administrative Assistant for Hillsboro Campus Facilities is part of the Facilities Management Team and provides essential support for the diverse administrative functions in support of Facilities. They act as a liaison between the Facilities Department, faculty, staff, and students. They are responsible for ensuring the efficiency of daily operations at Pacific University’s Hillsboro Campus and maintaining a high standard of service.

Requirements

• High school education (or equivalent) required.
• 4-6 years of related work experience
• Valid driver’s license required.
• Demonstrated expertise in remote campus operations, including responsibility for evaluating operational needs and determining and implementing solutions that impact departmental or institutional effectiveness.
• Proven ability to exercise independent judgment and discretion in interpreting policies, resolving complex operational issues, and prioritizing competing demands.
• Ability to develop, recommend, and implement operational procedures and process improvements that enhance efficiency and service delivery.
• Collaborates with students, faculty, staff, and external stakeholders while serving as a key resource for operational matters.
• Applies advanced critical thinking and analytical skills to assess situations, identify root causes, and implement long-term solutions rather than routine fixes.
• Demonstrated accountability for outcomes of projects and operational initiatives, including ability to take corrective action and prevent recurrence of issues.
• Maintains and exercises discretion and independent judgment regarding confidential and sensitive institutional information, including determining appropriate handling and disclosure.
• Demonstrates ability to work in a team environment.
• Demonstrates professional judgment and autonomy in representing the institution, including adapting communication strategies to diverse populations and complex situations.
• Ability to lead or coordinate cross-functional initiatives or projects, including setting priorities, managing timelines, and ensuring successful completion.
• Advanced organizational and project management skills, including ownership of projects with minimal supervision and responsibility for meeting strategic deadlines.
• Strong written and verbal communication skills, including the ability to draft, review, and refine official communications, reports, or procedural documentation.
• Advanced computer skills, especially with M.S. Office package including Word, Excel, Outlook, Access, and Internet
• Strong editorial and proofreading skills
• Ability to manage multiple priorities in a dynamic environment, making independent decisions regarding workflow, resource allocation, and task prioritization.

Nice To Haves

• Bachelor’s degree in business or higher education administration
• Bilingual or multilingual skills, specifically Spanish
• Experience working in a higher education setting, particularly with [student population, department type, etc.]
• Strong written and verbal communication skills
• Experience leading or contributing to cross-functional projects or institutional initiatives requiring coordination, prioritization, and independent decision-making.

Responsibilities

• Oversee and coordinate student campus commuting options, including the administration of University Subsidized TriMet pass sales.
• Coordinate the annual contract with TriMet for University review, signature, and execution to maintain the subsidized transit pass program.
• Maintain current knowledge of transit options and promote awareness of the TriMet “Honored Citizen” low-income fare program to support equitable access and cost containment.
• Manage the University’s relationship with TriMet, including coordination of Hop Card balance loading, and ensure accurate, efficient, and accessible program delivery for students.
• Manage the sale and oversight of student parking permits for the Hillsboro Campus.
• Manage multiple parking lots and permit options (semester, multi-term, weekly, clinic intern and weekend access), as well as Boxer ID card-enabled gate access.
• Ensure accurate allocation and enforcement of parking resources across all user groups, including removing gate access upon pass date expiration.
• Continue collaboration with University Information Services (UIS) to develop and implement automated systems to streamline permit processing, improve user experience, and increase operational efficiency.
• Collaborate with the City of Hillsboro Street Parking Enforcement team to maintain resolution of residential neighborhood parking concerns and support strong community relations.
• Communicate building closures, holiday schedules, and campus access updates to Hillsboro students, faculty, and staff, ensuring clear awareness of access restrictions and continuity of operation for each university holiday.
• Partner with Campus Public Safety, Facilities, and the University Emergency Management Team to develop and maintain health and safety policies.
• Provide operational input to ensure policies are practical and effective Support ongoing updates based on drills, incidents, and evolving campus needs while promoting consistent understanding and compliance across stakeholders.
• Provide educational updates and optimize teachable moments during drills to enhance compliance and safety drill outcomes.
• Coordinate annual fire and lockdown drills, manage weather emergency responses, and troubleshoot urgent safety issues as they arise.
• During periods of transition, optimize alignment of drill scheduling with evolving high-stakes testing and clinical operations to ensure meaningful preparedness while minimizing disruption to academic programs, students, and patient care activities.
• Ensure key stakeholders are informed in advance of all planned safety-related drills and are equipped with appropriate guidance to support their respective communities.
• Maintain and regularly update a comprehensive stakeholder contact list to support timely communication and coordination during drills and emergency situations.
• Coordinate with the EMS Specialist on the managing room reservations and oversee internal and external campus usage.
• Optimizing space utilization in alignment with institutional priorities, proactively resolving last-minute scheduling conflicts and facility disruptions while managing downstream impacts.
• Support efficient allocation of space across schools and programs by understanding their distinct needs, improving overall utilization, and reducing reliance on leased external facilities.
• Ensure appropriate evaluation of external space requests, including determining when contracts, agreements, or fees are required, to maintain proper use of institutional resources and compliance with policy.
• Maintain a database of office assignments, associated needs, and contact information, including identifying opportunities for consolidation and real estate savings.
• Review and assess Hillsboro Campus work orders, prioritizing and elevating urgent requests to ensure facility standards.
• Leverage operational experience to evaluate requests, distinguishing urgent needs from routine, seasonal, or previously addressed items, and filter out non-essential or duplicative work orders to improve efficiency and resource allocation.
• Maintain student-facing common areas, proactively submit work order as needed, regularly reset wheeled furniture, ensuring organized and functional lounge spaces for all and supporting overall upkeep and efficiencies.
• Maintain student comfort resources, including regularly laundering and restocking lap blankets and other health and reproductive justice items.
• Liaise with Bon Appétit regarding Hillsboro Market facilities and services to support effective coordination and business operations.
• Serve as the primary liaison between university departments for Hillsboro Campus improvement projects.
• Coordinating across internal teams and external partners including the City of Hillsboro, OHSU Hillsboro medical center, contractors, vendors and community organizations for shared community partnerships and leased spaces.
• Manage scheduling and project alignment to minimize disruption to curricular activities while ensuring effective execution of campus improvements and stakeholder collaboration.
• Manage facility interruptions by deploying temporary solutions (e.g., fans, space heaters, and alternative room setups) to maintain operational continuity, support student success, and reduce urgent facilities team service calls to Hillsboro.
• Represent the Hillsboro campus needs as a member of: Strategic Energy Management Committee Health and Safety Advisory Committee The Accessibility Task Force Space use Committee The Dining Committee
• Exercise independent approval for the distribution and posting of all University and community advertisements.
• Evaluate advertisement for content, completeness and compliance (who, what, where, when, why), ensuring alignment with university policy and procedures.
• Confirm required approvals are in place, including Advancement authorization for fundraising, IRB approval for research-related postings, appropriate vetting of community requests, and compliance of student organization payment methods with university financial policies
• Provide supervision and guidance to occasional student workers.
• Develop and post student job descriptions in Paycom, aligning responsibilities with experiential learning outcomes.
• Support recruitment, selection, and onboarding processes, including advertising roles, identifying candidates, and completing ID verification (I9) with use of Paycom Client in compliance with university procedures.
• Set student worker expectations and oversee day-to-day tasks.
• Provide overall support for the Hillsboro Food Pantry
• Manage coordination of daily operations to ensure consistent and effective service delivery to support students with food insecurity.
• Assist in procuring both durable goods (by purchase and donations) and financial donations through outreach and donor engagement.
• Manage Food Pantry budget.
• Promote and facilitate student involvement in supporting pantry operations, fostering meaningful volunteer opportunities and strengthening awareness of campus food insecurity resources.
• Exercise independent judgment to research, assess, and resolve complex issues or refer them to the appropriate department.
• Review and direct unidentified U.S. mail, ensuring proper routing and compliance with FERPA and HIPAA regulations.
• Serve as a central resource for complex or unclear visitor inquiries, using judgment and institutional knowledge to assess needs and ensure accurate referrals.
• Prioritize tasks and work independently while maintaining a high degree of confidentiality regarding divisional and university policies.
• Maintain restricted access areas on the Hillsboro Campus by reviewing and approving or denying Boxer ID card access requests for employees and external individuals, ensuring appropriate building and restricted area access in alignment with campus safety protocols and eligibility guidelines.
• Provide timely and accurate responses to inquiries regarding University procedures and standards.
• Perform other related duties as assigned.

Benefits

• 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)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED