1579-Administrative Assistant, Career Development Center

Job #:  1579

Responsible for providing clerical and administrative support for Career Development Center (CDC) staff and programs.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

·         Greet visitors to the CDC and assist in orienting them to resources and referring to appropriate staff.

·         Correspond in person, and via phone and e-mail, with employers wishing to post jobs, internships, and Community Service Work Study positions. Manage work opportunity postings on Handshake.com.

·         Shepherd students through the process of obtaining FWS positions on and off campus.

·         Annually create and maintain Access database with student award info to assist with Federal Work Study program.

·         Maintain FWS supervisor data and student job descriptions.

·         Process community service timecards monthly:  Check for accuracy and work with students and supervisors to resolve errors and ensure timely submission of student timecards to Human Resources.

·         Work with supervisors (via email, phone, in person) to resolve issues with student hours and/or timecards.

·         Create and maintain processes for CDC website and Handshake.com maintenance, e.g., job posting and activating, registering new employers, updating student information, maintaining CDC event calendar, etc.

·         Sort mail, answer phones, and order and maintain supplies.

·         Oversee ongoing maintenance of CDC FileMaker and Access databases.

·         Oversee data entry and office tasks to be performed by student workers.

·         Help to register employers for job and internship fairs using current tech solution, currently Handshake.com.

·         Maintain office procedures and processes.

·         Build and maintain CDC mailing lists. 

·         Maintain office systems, equipment, e.g., including keeping Career Resource Room PC’s virus-free.

SECONDARY FUNCTIONS:

·         Design marketing materials for special events & guest speakers, job fairs, programs, workshops, and presentations (e.g., programs, posters, flyers, mailers, postcards, invitations, registration forms, book markers, door hangers, table tents, direct mail pieces, and badges/name tags).

·         Design and produce brochures, using MS-Publisher, Adobe Creative Suite, and other appropriate software.

·         Design auto forms in Microsoft Word and online fillable forms in Adobe Acrobat.

·         Assist with catering orders and room reservations in support of CDC programs and events.

EDUCATION AND/OR EXPERIENCE:

·         High school diploma required.

·         Some college preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

·         Excellent interpersonal skills.

·         Cheerful, professional demeanor.  Good sense of humor.

·         Ability to work effectively with college students and staff.

·         Experience with relational database required.  FileMaker Pro and Access preferred.

·         Experience delivering administrative support.

·         Self-starter, independently motivated.

·         Detail-oriented.

·         Strong writing, editing skills.

·         Ability to work well in small team environment.

·         Strong computer skills, especially with MS Office.

·         Experience with university administrative database (especially Colleague) a plus.

WORKING CONDITIONS:  General office environment with customer contact.

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.