Administrative Assistant for College Operations

PACIFIC UNIVERSITY•Forest Grove, OR

1d•$45,000 - $55,000•Onsite

About The Position

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.

Requirements

High school education or equivalent required
Experience in office administration, preferably within a Higher Education setting.
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.
Ability to assist with physical event setup and distribution of materials/supplies.

Nice To Haves

An Associates Degree in any field or Bachelor's degree in any field desired.
Some experience with Colleague, FileMaker, Microsoft Office Suite (Excel, Word, Outlook) and experience with AI tools is highly desirable.
Experience supervising staff or student employees is highly desired.
Familiarity with work order systems is desired, but not required
Some experience with basic design tools such as Adobe, Canva, etc.

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

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)

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