Administrative Assistant

Job #1129

The International Programs Administrative Assistant will provide clerical support to all divisions of the Office of International Programs, and to the divisional coordinators listed below. These divisions comprise the English Language Institute, study abroad, and international student services. This individual will also perform receptionist duties, and be the first point of contact for students seeking services from the Office.

Essential Functions/Major Responsibilities

General Duties

  • Check voicemail each morning and forward messages to staff
  • Answer telephone
  • Provide clerical support as necessary for all staff members of the Office of International Programs
  • Schedule appointments for staff
  • Day-to-day supervision of student workers
  • Manage databases
  • Budgetary Procedures
    • Develop and maintain budget spreadsheets
    • Code, copy and file invoices
    • Manage requests for reimbursements, petty cash
    • Reconcile department credit cards
    • Track budget spending and update department on budget balances
  •  File Maintenance (ELI and International Student Advisor)
    • Create new files (international student)
    • Assist in reviewing files for completeness
    • General filing
  • Supplies
    • Inventory and order supplies
    • Research and obtain quotes for purchase of minor equipment (copier, furniture, etc)
  • Mail
    • Prepare and mail packets
    • Sort and deliver incoming mail
  • Monitor departmental email account and forward messages to staff
  • Create and monitor department calendar

Specific Support Duties

Director of International Programs 

  • Maintain study abroad program database
  • Manage the study abroad application process including updating application website and maintain student records
  • Record, track and process study abroad invoices for payment
  • Organize and maintain the study abroad budget and reconciliation
  • Answer general and program-specific questions from students and parents about study abroad
  • Maintain/update all study abroad forms, orientation materials, and promotional materials
  • Communicate with study abroad exchange partners and providers
  • Provide study abroad data to other departments at Pacific University
  • Obtain, manage and provide data for Study Abroad Surveys
  • Organize and maintain the International Programs budget and reconciliation
  • Respond promptly to requests for data and information
  • Occasional projects as assigned

International Student Advisor

  • Assist with inquiries from international students and language assistants 
  • Assist with International Student Orientation (manage copying of immigration documents)
  • Assist with management of special events and student club activities
  • Assist with student communications

Coordinator of English Language Institute

  •  Billing
    • Assist with maintenance of billing databases for each ELI session
    • Enter billing adjustments for individual student invoices
    • Assist with reconciliation of discrepancies with the Registrar and Business Office
  • File management
    • Create new files (for ELI students)
    • Assist in reviewing files for completeness
    • General filing
    • Update and annotate files as necessary
  • Immunization Records
    • With ELI Program Coordinator work with Health Center, Registrar, and Business office to ensure students are in compliance
  • Mail
    • Prepare and mail packets
  • Institutional TOEFL
    • Accept and record payments from students taking the test
  • Class Reports and Evaluations
    • Distribute student report cards
    • Photocopy and distribute class evaluation forms to ELI teachers
    • Photocopy class materials (occasionally)
  • Textbooks
    • Assist with ordering instructional materials
  • Manage the Conversation Partner Program

Secondary Functions: Perform other related duties as assigned.

Job Scope: Performs duties independently with minimal supervision, operating from specific and definite directions and instructions.  Decisions are of a routine nature made within prescribed operating guidelines, policies and procedures.  Mistakes/errors may result in work stoppage, loss of business, poor customer relations and/or damage to product, all of which can have negative financial implications for the university.

Supervisor Responsibility: Job includes shared supervisory responsibility for 2-3 student workers

Education and/or Experience

  • Bachelors degree or equivalent work experience
  • Minimum of two years working in an office environment
  • Experience working with culturally diverse populations, preferably within a higher education setting   

Required Knowledge, Skills & Abilities and Behaviors

  1. Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
  2. Builds on basic learning and carries it from one situation to another.
  3. Demonstrates critical thinking skills in problem solving and decision-making.
  4. Asks questions and seeks assistance.
  5. Takes responsibility to eliminate the source of problems.
  6. Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
  7. Maintains proper appearance and personal conduct for the employee’s particular job.
  8. Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
  9. Demonstrates ability to work in a team environment.
  • Demonstrated ability to create a positive environment offering high-quality front-line customer service
  • Excellent interpersonal skills
  • A high level of proficiency with standard Microsoft Office applications (specifically with Excel). e-mail and internet.
  • Experience managing complex databases database management and generating reports (queries)

Working Conditions: Normal office environment

Physical Activities__Climbing  __Balancing  __Stooping  __Kneeling  __Crouching  __Crawling  __Reaching  __Standing __Walking  __Pushing  __Pulling  __Lifting __Fingering  __Grasping  __Feeling  __Talking  __Hearing

_X Repetitive motion

Physical Requirements_X Sedentary work  __Light work  __Medium work  __Heavy work  __Very Heavy work   __Visual acuity

Application

Please email cover letter, resume and names and phone numbers of three professional references to employment@pacificu.edu. Please name your documents as shown in the following example: (Example:  Adams_Amy letter, Adams_Amy resume, Adams_Amy references). You may also mail your application materials to Human Resources/Pacific University, 2043 College Way, Forest Grove, OR  97116.

Application materials will be screened and interview candidates will be selected and notified. The hiring process normally consists of several interviews and can last several weeks depending on the position. Employment is contingent upon eligibility to work in the United States and successful completion of a background check.  If the position is posted on our online job board it is an available position and you may apply. No phone calls please.

Discover Pacific University, a small place where big ideas are developed through a distinctive combination of learning opportunities, diverse perspectives and civic engagement. Pacific University was founded in 1849 and now has three campuses in Oregon. We celebrate a rich liberal arts tradition in the College of Arts & Sciences alongside our acclaimed colleges of Education, Business, Health Professions and Optometry. Today, we offer a distinctive combination of learning opportunities, diverse perspectives and civic engagement.  At the historic Forest Grove campus, Pacific students pursue bachelor's degrees in more than 36 majors, as well as graduate and master's degrees. At the Eugene campus we offer undergraduate and graduate degrees in our College of Education. And, at our state-of-the-art College of Health Professions  Hillsboro Campus in downtown Hillsboro, we offer professional programs in dental health science, gerontology, healthcare administration, occupational and physical therapy, pharmacy, professional psychology, physician assistant studies and Audiology.

Pacific University also offers healthcare services throughout the Portland metropolitan area, caring for the patients we serve and the healthcare and optometry students we train. Additional facilities in Portland support the clinical programs of the College of Optometry and the School of Professional Psychology. We remain committed to a tradition of service and support to the community, offering service learning, international education, internships, research opportunities and co-curricular activities to students and faculty.  With a rich history to build on and a strong future ahead, our 3,350 students enjoy a rigorous academic experience, professors who love to teach and a warm, friendly atmosphere. Our alumni go on to become life-long learners and engaged citizens of the world.

Notice of Nondiscrimination Policy | It is the policy of Pacific University not to discriminate on the basis of sex, physical or mental disability, race, color, national origin, sexual orientation, age, religious preference or disabled veteran or Vietnam Era status in admission and access to, or treatment in employment, educational programs or activities as required by 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, the Americans with Disabilities Act of 1990, or any other classification protected under state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.

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