1578-Administrative Assistant, Social Sciences

Job #:  1578

Assist the Director for the School of Social Sciences, faculty, students and outside constituents as needed to ensure proper operation of the school.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

·         Be available to assist the school director, faculty, centers and community with a constructive/positive attitude.  This will ensure instruction is clear and the task on hand will be done accurately and on time.

·         Representing the School of Social Sciences in meetings, gatherings and events will be required as needed for the director and school as it takes on more of a business position.

·         Responsible for the School of Social Sciences, the Center for Civic Engagement, and the Center of Gender Equity, B-Street and Center for Peace and Spirituality budgets to ensure balancing actuals to Datatel, and staying within the allocation for each department and center.  Some purchases include office and instructional supplies, memberships, catering and travel arrangements for faculty and staff.  This entails detailed record keeping for each expense in order to balance the budget.

·         Responsible for hire, train and supervise work-study students in the school and various Centers assigned to the School.

·         Responsible for processing timecards for all work-study students within the School of Social Sciences, Center for Civic Engagement, B-Street, Center for Peace and Spirituality and Center of Gender Equity.  This also entails detailed record keeping for each student, department and center in order to stay within each allocated budget.

·         Responsible for requesting and providing approval, authorization for purchases made for the school, though paid by outside departments.  This requires detailed communication and correspondence pertaining to each individual school, or department for each purchase and budget or fund transfer.

·         Responsible for the support of the school employment searches by compiling files for each candidate, sending receipt letters as files are reviewed and arranging the agenda, travel and catering/meeting times for each visiting candidate.

·         Scheduling rooms and catering on and off campus for group events and meetings.

·         Responsible for taking minutes at the faculty meetings held by the school.

·         Maintain and schedule repair for all equipment in Marsh and Carnegie as needed.

·         Responsible for mail distribution to Marsh, Carnegie and Berglund to ensure mail is delivered to all faculty within the school.

·         Responsible for work order requests through facility’s, and following up to make sure they are completed, and charged to the appropriate budget within the school.

·         Responsible for maintaining current faculty scholarship materials for the schools collection displayed in Marsh Hall.

·         Responsible for the design of publications for departmental events as requested using the university guideline.

·         Responsible for editing and entering new information for website updates as needed for individual faculty within the school.

JOB SCOPE:  The duties of this position are primarily performed independently, with minimal supervision.  Direction is always available through the school director and offered when applicable.

SUPERVISOR RESPONSIBILITY:

·         Manage student work-study for the School of Social Sciences to include work authorization, timecards and balancing the work-study budget for all departments.

·         Assist and support Center Directors and the new Social Sciences Internship Coordinator.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

·         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.

WORKING CONDITIONS:  Office environment with daily campus deliveries.

PHYSICAL ACTIVITIES:  Lifting.  Talking.  Walking.

PHYSICAL REQUIREMENTS:  Light work.

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 job board at http://www.pacificu.edu/hr/employment/positions/index.cfm it is an available position and you may apply.  No phone calls please.

DISCOVER PACIFIC UNIVERSITY

Pacific University is a small but diverse community, where students thrive in a personal academic environment.  Tracing its roots back to 1849, when it began as a school for orphans of the Oregon Trail, Pacific has long been devoted to making a difference in people’s lives.  Nestled in the valley at the base of the coastal range and Mount Hood, the university is only a half hour to the Portland metro center. 

Today, students study in a unique combination of undergraduate, graduate and professional programs in the liberal arts and sciences, optometry, education, health professions and business.  Pacific University has campuses in Forest Grove, Hillsboro, Eugene and Woodburn, Ore., as well as an office in Honolulu.  In addition, a variety of Pacific University health and eye clinics throughout the Portland area serve patients and provide students with practical experience.

At Pacific University, students and faculty engage in discovery through close, nurturing relationships that provide extraordinary learning experiences.  International study, service learning, internships and co-curricular activities have been integral parts of the education of nearly 25,000 alumni worldwide who share in the Boxer spirit.

NOTICE OF NONDISCRIMINATION POLICY

It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender, gender identity and/or expression (including a transgender identity), sexual orientation, military, 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.