Administrative Assistant, Facilities

Job DetailsJob Location: Hillsboro Professional Campus - ORPosition Type: Non-ExemptSalary Range: $60,000.00 - $65,000.00Job Category: Faculty and Staff Pacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close and nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship, and practice.

 

At Pacific University, we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

 

Salary Range: $60,000- 65,000

Reports to: Director of Facilities

 


GENERAL DESCRIPTION OF POSITION:

The Administrative Assistant for Hillsboro Campus Facilities is part of the Facilities Management Team and provides essential support for the diverse administrative functions in support of Facilities. They act as a liaison between the Facilities Department, faculty, staff, and students. They are responsible for ensuring the efficiency of daily operations at Pacific University’s Hillsboro Campus and maintaining a high standard of service.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES: 
 

Campus Access & Transportation


Oversee and coordinate student campus commuting options, including the administration of University Subsidized TriMet pass sales.


Coordinate the annual contract with TriMet for University review, signature, and execution to maintain the subsidized transit pass program.
Maintain current knowledge of transit options and promote awareness of the TriMet “Honored Citizen” low-income fare program to support equitable access and cost containment. 
Manage the University’s relationship with TriMet, including coordination of Hop Card balance loading, and ensure accurate, efficient, and accessible program delivery for students. 




 


Manage the sale and oversight of student parking permits for the Hillsboro Campus.


Manage multiple parking lots and permit options (semester, multi-term, weekly, clinic intern and weekend access), as well as Boxer ID card-enabled gate access. 
Ensure accurate allocation and enforcement of parking resources across all user groups, including removing gate access upon pass date expiration.
Continue collaboration with University Information Services (UIS) to develop and implement automated systems to streamline permit processing, improve user experience, and increase operational efficiency.


Collaborate with the City of Hillsboro Street Parking Enforcement team to maintain resolution of residential neighborhood parking concerns and support strong community relations.
Communicate building closures, holiday schedules, and campus access updates to Hillsboro students, faculty, and staff, ensuring clear awareness of access restrictions and continuity of operation for each university holiday.


 

Health, Safety & Emergency Coordination


Partner with Campus Public Safety, Facilities, and the University Emergency Management Team to develop and maintain health and safety policies.


Provide operational input to ensure policies are practical and effective
Support ongoing updates based on drills, incidents, and evolving campus needs while promoting consistent understanding and compliance across stakeholders.
Provide educational updates and optimize teachable moments during drills to enhance compliance and safety drill outcomes.


Coordinate annual fire and lockdown drills, manage weather emergency responses, and troubleshoot urgent safety issues as they arise.

During periods of transition, optimize alignment of drill scheduling with evolving high-stakes testing and clinical operations to ensure meaningful preparedness while minimizing disruption to academic programs, students, and patient care activities. 
Ensure key stakeholders are informed in advance of all planned safety-related drills and are equipped with appropriate guidance to support their respective communities.
Maintain and regularly update a comprehensive stakeholder contact list to support timely communication and coordination during drills and emergency situations.




Facilities & Operations Management


Coordinate with the EMS Specialist on the managing room reservations and oversee internal and external campus usage.


Optimizing space utilization in alignment with institutional priorities, proactively resolving last-minute scheduling conflicts and facility disruptions while managing downstream impacts. 
Support efficient allocation of space across schools and programs by understanding their distinct needs, improving overall utilization, and reducing reli