Administrative Assistant- College of Undergraduate Studies, Social Sciences & Business

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, Hillsboro, and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION

The administrative assistant provides support for School or Social Sciences and the School of Business, as well as programs and units with these schools, to ensure proper school operation. This includes working collaboratively with school leaders to provide administrative support for school level goals and projects, as well as supporting staff, faculty, students and outside constituents as needed to foster smooth daily operations. In general, by supporting the operations of the school, the administrative assistant contributes to fostering an engaging and welcoming culture in the Schools of Social Science and Business and the general university.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

ADMINISTRATIVE AND OPERATIONAL SUPPORT

• Provide timely and thoughtful support to the school director(s), chairs, faculty, students, centers, and broader community, contributing to effective communication and smooth daily operations.
• Support approximately twenty-five faculty and staff on the Forest Grove campus through (a) purchasing of office and instructional supplies, subscriptions and memberships, (b) arranging catering for various meetings and events, and (c) creating/booking travel arrangements.
• Engage with university community through assigned school and college-wide administrative tasks, which may include committee administrative assistance, faculty meeting minutes, etc.
• Assist professionally accredited programs (e.g., Bachelor’s of Social Work and Business) with administrative tasks associated with program assessment
• Supporting on and off campus events and meetings by scheduling rooms, arranging catering, and providing other needed administrative support.
• Maintain and schedule repairs for all equipment in Marsh, Carnegie, Chapman, and Berglund as needed.
• Responsible for mail distribution to Marsh, Carnegie, Chapman, and Berglund to ensure mail is delivered to all faculty within the school.
• Ensure that all internal and cross campus paperwork is processed for associated departments.

BUDGET AND FINANCIAL MANAGEMENT

• Maintain the School of Social Sciences and the School of Business budgets, which includes managing budget requests, balancing and tracking in our financial systems (Colleague), and keeping expenditures within each department’s allocation.
• Ensure that all necessary approvals are obtained for all expenditures (e.g., Dean of the College of Undergraduate Students, School Director(s), Other University Systems) and maintain detailed record keeping for each expense in order to balance the budget—within schools and across budgets as needed.
• Engage in clear communication to request and provide authorization for purchases made for the schools that are paid by outside departments and ensure accurate budget or fund transfers.
• Process timecards for work-study students within the School of Social Sciences and School of Business and ensure that each student and department stays within their allocated work-study budget.
• Create work order requests through University Facil