1580-Executive Assistant, College of Business

Job #:  1580

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Communications and reporting:

·         Schedules meetings and appointments for the Dean and faculty, including travel when needed.

·         Composes and produces a variety of business correspondence, reports and related materials or supports the work of faculty and staff who produce these materials.

·         Researches and gathers data for COB reports. Edits as needed; recommends report content and format to display information most effectively.

·         Coordinates the preparation, development and production of major documents, such as proposals, annual reports, accreditation reviews. Coordinates efforts or contributions of others working on documents as needed.

·         Responds to inquiries and requests for information concerning the Deans Office, college or university processes, events, and activities.

·         Serves as internal resource to faculty, administrators, staff and students on departmental and university procedures. Researches information, as requested, and relays official interpretations.  

·         Maintains currency on revisions to department, school, and/or university policies and procedures.

·         Ensures confidentiality and controls access to sensitive information such as faculty or staff personnel files

Meetings and Coordination:

·         Provides pertinent facts, data, and other background information for meetings, reports, inquiries, and presentations.

·         As necessary, independently determines the importance of meetings and coordinates calendar accordingly.

·         Performs administrative duties associated with scheduling and coordinating activities and planning events. Arranges venues, contracts with vendors for services, prepares agendas, gathers and organizes supporting information, and oversees production and distribution of related materials. Attends functions to ensure satisfactory outcome.

·         Contacts participants and ensures their attendance, coordinating complex schedules for meetings with internal and external constituencies.

·         Supports Faculty Governance; Records minutes at Faculty and College committees and councils; summarizes and disseminates appropriately.

·         Coordinates with College of Arts and Sciences such as scheduling room reservations for Senior Projects Day and other matters.

·         Serves on departmental or university committees as requested and participates in special assignments or recurring events (such as Convocation or Commencement) as needed. Performs other related duties as assigned or requested.

Manages the office budget:

·         Coordinates annual budget planning process with Finance and Administration.

·         Drafts changes to annual budget requests.

·         Provides regular budget summaries and reports.

·         Assists in budget preparation by gathering historical data in a limited area, such as materials and supplies or salaries.

·         Tracks and monitors assigned budget expenditures and reports on variances.

·         Uses existing systems to reconcile charge accounts with vendors and credit cards.

·         Processes reimbursement requests.

Manages the facility housing the College of Business operations:

·         Answers phones and receives visitors.

·         Ensures a safe and secure environment is maintained

·         Arranges for maintenance and repair of facility and office equipment

·         Maintains an inventory of supplies.

·         Serves as Emergency Preparedness Coordinator for College of Business, including preparing and submitting annual Emergency Preparedness Plan, communicating plan to College of Business departments, and participating on relevant subcommittees for Campus Emergency Preparedness Committee.

Manages personnel and faculty contracts:

·         Updates and distributes faculty roster, including department chair and committee appointments; provides draft of descriptions of new hires for publicity purposes.

·         Provides support for the Faculty Personnel Committee, including maintaining contract and personnel files

·         Works with Human Resources and Provost’s Office on smooth transmission of position requisition forms, personnel action forms, vitas, and background check materials.

·         Produces term contracts and follow-up personnel action forms; trouble shoots contract issues; tracks outstanding contracts and follows up, as necessary.

·         Manages course evaluation process and system from production of evaluations to processing, creating and sending reports, and maintaining evaluation files; requires frequent contact with both university and outside technical support.

·         Maintains Approved Course Catalog database; works with the Registrar’s Office on maintaining an accurate course list database.

·         Maintains currency on university policies affecting admissions and transfer credit evaluation.

·         Merges, prints, sends, and files student suspension, probation, and warning letters; makes appropriate Datatel entries.

·         Oversees the production of the undergraduate and graduate academic calendars.

SECONDARY FUNCTIONS:  Performs other related duties as assigned.

JOB SCOPE:  Performs duties with little direction given, operating from established directions and instructions.  Decisions are made within general university policy constraints but occasionally require independent decision making.

SUPERVISOR RESPONSIBILITY:  Job has supervisory responsibility of student workers.

EDUCATION AND/OR EXPERIENCE:

·         Bachelor’s degree and minimum of 2 years of related work experience, or 5 years of related work experience.

·         Administrative/executive level support experience is preferred.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

·         Communicates appropriately with students, faculty, staff and all COB constituencies.

·         Sets goals, appropriate deadlines, and models successful behavior in seeking timely action.

·         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 Business Dean’s Office.

·         Communicates well with customers of diverse ethnic and cultural backgrounds.

·         Demonstrates ability to work in a collaborative environment.

·         Forms and maintains effective working relationships with faculty, staff, prospective donors, and the public where it is important to build confidence and trust.

·         Demonstrates exceptional editing and proof-reading skills with attention to detail.

·         Multi-tasks in a face-paced environment with excellent organizational skills

·         Demonstrates advanced computer literacy, especially with MS Word, Excel, Outlook, and Datatel and has the ability to learn new software as needed

·         Is resourceful working in a smaller start-up environment.

·         Seeks creative solutions not limited by existing models or assumptions.

·         Exercises judgment and independent initiative.

·         Handles time sensitive matters that require concise problem-solving and confidentiality

WORKING CONDITIONS:  Normal office environment.

PHYSICAL ACTIVITIES:

·         Balancing

·         Crouching

·         Feeling

·         Hearing

·         Lifting

·         Pulling

·         Pushing

·         Reaching

·         Repetitive motion

·         Standing

·         Stooping

·         Talking

·         Walking

PHYSICAL REQUIREMENTS:  Sedentary work.  Light 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 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.