Executive Assistant-College of Health and Rehabilitation Sciences and Division of Graduate & Professional Studies

PACIFIC UNIVERSITY

1d • Onsite

About The Position

The Executive Administrative Assistant provides high-level, confidential administrative support to the Vice Provost and Executive Dean and serves as a primary liaison for the college’s programs and for the division overall. The ideal candidate is a master of logistics, a proactive problem-solver, and a polished communicator who can interface with faculty, high-level donors, and graduate students alike. This position primarily coordinates and supervises complex and varied administrative support functions for the College of Health and Rehabilitation Sciences and provides some executive functions for the entire Graduate and Professional Division (GPD). To streamline some common tasks and capitalize on employee capabilities, the position will, secondarily, provide some support to the College of Behavioral Science, Learning, and Leadership (CBLL). Specifically, this position oversees and manages affiliation agreements for the division and will have other divisional duties that support aligned and collaborative processes and decision making. This individual acts as the principal staff-level support person to the Executive Dean and Vice Provost. This position also serves as the liaison and coordinator between administrators, faculty, alumni, and students. They also provide assistance to the President, Provost, Academic Deans and Directors, and others on confidential information and material.

Requirements

• Bachelor’s degree or equivalent preferred.
• Experience in higher education preferred.
• Minimum of 3 years experience in administrative management
• Experience working within a university setting or a healthcare/rehabilitation environment is highly preferred to navigate the specific terminology and accreditation needs of the college.
• Previous experience in a supervisory capacity.
• Experience managing "Affiliation Agreements" or similar legal/clinical contracts, including tracking signatures and expiration dates.
• Ability to track departmental expenses, process invoices, and assist with basic budget reconciliation.
• Experience using MS Word, Excel, Colleague and other databases, PowerPoint, Outlook, Moodle or other course management programs, and Internet searching efficiency is required.
• Demonstrated ability to establish and maintain pleasant, efficient and effective working relationships.
• Effective written communication skills and meet deadlines.
• Highly organized and strong attention to detail.
• Able to work independently and as a team member
• Strict adherence to principles of confidentiality regarding information pertaining to all students, faculty, and staff – including but not limited to FERPA, HIPAA and other laws.
• Ability to take the initiative to question, challenge, research, and propose changes to procedures in an effort to assure efficiency and integrity within the division and college.
• 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 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.
• Prioritizes tasks and works independently with a high degree of confidentiality
• 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.

Nice To Haves

• Bachelor’s degree or equivalent preferred.
• Experience in higher education preferred.
• Experience working within a university setting or a healthcare/rehabilitation environment is highly preferred to navigate the specific terminology and accreditation needs of the college.

Responsibilities

• Assists in implementing strategies for enhancement and advancement of the College and Division.
• Provides support and serves as an information resource for faculty, staff, students, and the public on issues related to the Division and College.
• Provides confidential and high level administrative support directly to the Vice Provost and Executive Dean. This includes but is not limited to: Clerical work, scheduling appointments, processing requests, and assistance with the Executive Dean’s calendar.
• Coordination of complex schedules for meetings with internal and external constituencies.
• Coordination of workflow, communications, processes and procedures for all work done in direct support of the Executive Dean.
• Assists and provides pertinent facts, data, and other background information for meetings, reports, inquiries, agendas, and presentations.
• Independently responds to inquiries, complaints, and concerns from callers and visitors on behalf of the Executive Dean; independently responds to requests and inquiries from faculty, staff, and students regarding college and university policies and procedures; resolves, researches, assesses, and refers problems.
• Is an executive liaison and interfaces with high-level donors and provides assistance to the President, Provost, Academic Deans, and Directors on confidential matters.
• Serves as a "master of logistics" and proactive problem-solver for the leadership office.
• Work alongside other departments within the GPD to ensure administrative processes are aligned and support collaborative decision-making.
• Provide executive-level support for division-wide initiatives that impact multiple programs beyond the College of Health and Rehabilitation Sciences.
• Ensure that divisional administrative activities adhere to university-wide policies and professional standards.
• Annually monitors and updates faculty and staff information including but not limited to: Updating faculty and staff rosters, maintaining college email listservs’, and mediates division- and college-wide electronic faculty and staff communications.
• Manages and provides support for divisional policies and processes across the graduate and professional colleges.
• Maintain student attrition list and class rosters/ listservs for the division.
• Prepares notices of employment for faculty and maintains faculty personnel files within the Office of the Executive Dean/Vice Provost.
• Coordinates onboarding orientation for new faculty, administrators, and direct reports to the Executive Dean.
• Works to facilitate inter-communication between staff, faculty, students and administration.
• Assists with planning staff training and personnel development activities.
• Trains and supervises work study students who support the administrative offices.
• Works with Marketing and Communication to Maintain and update college websites.
• Identify public relations activities at the College and arranges for such information to be properly disseminated through college public relations channels.
• Assists College administration in staff hiring, as needed.
• Supports budget management and planning for the division as is guided by the budget managers and business office.
• Coordinates and works with events on any divisional event planning.
• Works to coordinate these events or components of events (e.g. components of orientation) across the colleges within the graduate and professional division.
• Provides communication to students about graduation application and regalia orders, all information pertaining to graduation.
• Assists with Commencement as appropriate.
• Serves as the primary contact and liaison for the various programs within the College.
• Coordinates and supervises complex and varied administrative support functions specifically for the College.
• Acts as the liaison between college administrators, faculty, alumni, and graduate students.
• Serves as a polished communicator interfacing with faculty and students to ensure smooth operations.
• Supports budget management and planning for the college as is guided by the budget managers and business office.
• Supports and works with events on college events and planning.
• Works with Program Coordinator in the collection and organization of data for peer reviews, promotion, and tenure reviews of faculty, and maintains open and restricted-access faculty personnel files.
• Works closely with the Institutional Research and Honors and Awards Committees, University Advancement, and potential recipients to manage and coordinate communication and follow through for scholarships and awards, including designing award certificates, ordering and updating plaques.
• Help to support interprofessional activities and programming as appropriate.
• Supports the Doctor of Science program students and faculty.
• Provides Curriculog support to programs within the School of Graduate Psychology (and other CBLL programs when urgent needs arise).
• Provides administrative support for the Healthcare Interpreter Program – offered to Pacific University students and members of the community.
• Provides backup support for School/Program Coordinators as needed within the College.
• Serves in ambassador role to all constituencies served.
• Expected to maintain a teamwork dynamic and to stay supportive of the needs of faculty, students, staff and the public.
• Performs 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