Administrative Assistant, Facilities & Safety Management

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:Responsible for providing specific and general clerical duties in the Facilities Management Administration Office

ESSENTIAL FUNCTIONS / MAJOR RESPONSIBILITIES:

• Work week: 7AM – 4PM, with one hour lunch break, Monday to Friday unless overtime is required and approved by Facilities Manager of Administrative Services and Director of Facilities Management & CPS.
• Provide customer service at front counter to all faculty, staff, students, contractors, vendors and community members that frequent the Facilities main office.
• Answer main Facilities phone, directing calls, taking messages or responding as necessary.
• Answer Facilities Office cellphone, ensuring all messages are retrieved in a timely manner and the device is properly charged and is in working order.
• Perform trouble-call desk functions.
• Notify Res Life staff to send 24hr notice to students in res halls of pending facilities work.
• Using the “Employee Difference Automated Report” track changes, hire and termination status of Staff and Faculty, as it relates to keys issued.  Report is generated via UIS.
• Using the “Exit Report” track the change of status or withdrawal of students as it relates to keys issued.  This report is found in the “Exit Database” in BOX and is maintained by Registrar’s Office.
• Prepare keys to be issued and ensure all necessary related paperwork is accounted for.
• Maintain Key Receipt / Filemaker database.
• Maintain all reference materials related issuing  and returning University keys to faculty, staff, students, vendors, contractors and City of Forest Grove.
• Responsible for filing all returned keys in Facilities Management Key Inventory cabinet.
• Maintain physical inventory of keys for campus buildings, working closely Facilities Locksmith to insure accuracy of current keys in use.
• Main Overseer of Keybook Database as well as updating and maintaining office notebooks with hardcopies of Floor Plans and Key information
• Track Past Due Student keys and submit charges to Business Office for outstanding (lost/non-returned) keys.
• Work with Human Resources to assure all keys have been returned from Terminated Employees.  
• Notification to Senior Administrative Assistant of all charges related to delinquent keys as needed.
• Oversee the inventory and purchasing of office supplies for Facilities Management & Campus Public Safety, Facilities Engineering and Custodial Services.
• Oversee the inventory for the front office copier and order supplies as it becomes necessary.
• Place calls for service and maintenance of front office copier.
• Responsible for entering Custodial Supply usage in the FileMaker database as provided by Custodial Manager
• Work with Custodial Manager to update and maintain current list of custodial