Administrative Assistant, Facilities

PACIFIC UNIVERSITY • Forest Grove, OR

1d • Onsite

About The Position

The Administrative Assistant for Forest Grove 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. Key responsibilities include managing the Pacific University motor pool, overseeing key management and parking services, and providing general clerical support for the Facilities Management Administration Office.

Requirements

• High school education or equivalent required.
• 4-6 years of previous office experience including knowledge of current office systems and equipment required.
• Demonstrated ability to establish and maintain a pleasant, efficient and effective working relationships with students, faculty, staff and the general public.
• Familiarity with FERPA and other relevant higher education regulations
• Valid driver’s license required.

Nice To Haves

• Experience working in a higher education setting, particularly with facilities or campus public safety.
• Familiarity with FMX and Filemaker information management systems.
• Demonstrated understanding of issues related to diversity, equity, and inclusion in higher education
• Strong written and verbal communication skills
• Excellent attention to detail and problem-solving skills.

Responsibilities

• Provide professional front-office coverage, including answering and routing phone inquiries as needed.
• Deliver general clerical support for the Facilities Management Administration Office, ensuring efficient daily operations.
• Provide vacation coverage and perform other duties as requested by the Manager of Administrative Services and/or the Director of Facilities Management and CPS.
• Oversee the Pacific University Driver Certification Program, including requesting and reviewing driver records from the Oregon DMV.
• Manage the full lifecycle of vehicle reservations for students, faculty, and staff, from processing requests to preparing key packets.
• Facilitate the Certificate of Liability Insurance process by receiving and uploading all required documentation.
• Maintain driver compliance through annual record reviews and proactive notification of upcoming license expirations.
• Monitor the condition and compliance of campus vehicles, including coordinating DEQ requirements.
• Perform accurate data entry for all trips within the FileMaker system.
• Reconcile monthly gasoline credit card invoices against receipts and documented vehicle use.
• Prepare and finalize monthly chargeback reports for all Motor Pool expenses.
• Process and fulfill key authorization requests, including locating, preparing, and issuing keys.
• Manage the check-in/check-out process for external contractors, ensuring they have the necessary access to complete their work.
• Maintain the integrity of the Key Receipt program through weekly data entry of all issued and returned keys.
• Assist with the implementation of parking procedures across both the Forest Grove and Hillsboro campuses.
• Perform other related duties as assigned.
• Provide excellent customer service to campus community, contractors and guests.
• Point of responsibility for the data entry and management of several databases or processed including custodial supply usage, key book, issued and returned keys and contractor log.
• Provides coverage as needed or as directed.

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