Executive Assistant to the Dean, College of Education

Description

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 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, acquire and share knowledge.

General Description of the Position

Coordinates administrative activities of the College of Education. Provides complex, varied, and independently managed administrative support functions for the Dean of the College of Education and for the College’s programs, faculty, staff, and students. Reporting directly to the Dean.

This is a Temporary 24 hour/week, non-benefit eligible position thru June 30. Which will then be reviewed.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES

• Provide administrative support, serving as the liaison and first point of contact to the Dean of the College of Education
• Uses the highest discretion regarding sensitive matters when maintaining confidential files, electronic records, and the Dean’s calendar and emails
• Provides high-level administrative support including drafting and managing correspondences, scheduling appointments, and managing the Dean’s calendar and email.
• Manages executive business schedules and calendars, including arranging meetings (internally and externally), conference calls, booking appointments, and organizing all details for travel, including flight and accommodations
• Create and maintain COE Important Dates Calendar
• Review COE website to ensure accuracy of information with eLearning & Instructional Technology Manager
• Manage catalog revisions for College of Education.
• Provide administrative support to College of Education Personnel Committee
• Works with Chair of COEPC and the Dean in the collection and organization of data and materials for peer reviews, promotion, and tenure reviews of faculty (e.g., syllabi, CV, Course Evaluations)
• Maintain COE Personnel Files and Folders (e.g., Open Personnel File, Restricted Personnel File, etc.)
• Organize COE Retreats (venue, catering, etc.)
• Attend and take minutes at College of Education joint school meetings/retreats.
• Attend and take minutes at the College of Education Advisory Council meetings.
• Communicate with internal stakeholders (i.e., registrar, financial aid, business office, health services, etc.)
• Communicate with external stakeholders (i.e., Dean’s Council, Alumni, etc.)
• Participate in committees or meetings at the request of the Dean
• Service to University (select committee membership)

SECONDARY FUNCTIONS/MAJOR RESPONSIBILITIES

Greets and directors COE visitors; answers, screens, and director inquiries and provides effective communication of messages and information to appropriate parties.

• Maintains the COE breakroom/mailroom space
• Assist with College mail services; sorting delivery and providing pickup on rotational basis
• Order, receive, distribute office and other work-related COE supplies. Assist with accurate recordkeeping of purchase documentation. Order office supplies, including copier and printer maintenance for COE.
• Order business cards and name tags for COE employees.
• Coordinates with the COE Head of Operations and Finance with building management needs
• Provides backup support to all COE programs and staff in an “all hands on deck” capacity as needed. Performs other related duties as assigned.

JOB SCOPE

Performs duties with little direction given, operating from established directions and instructions. Maintains high degree of confidentiality in all matters.

SUPERVISORY RESPONSIBILITY

Supervise and assign tasks to Work-Study students.

Qualifications

EDUCATION AND EMPLOYMENT EXPERIENCE

High school diploma and 4-6 years of related work experience, or higher levels of education with less experience.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES, & BEHAVIORS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, abilities, and behaviors. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Is an effective communicator with strong people skills
• Demonstrated commitment to diversity, equity, inclusion and accessibility
• Ability to communicate with students, faculty, staff and the public in ways that are appropriate to the audience
• Possesses project management skills
• Ability to develop, implement, and utilize information systems
• Demonstrates ability to establish and maintain pleasant, efficient, and effective working relationships with students, faculty, staff, partners, and the general public
• Builds on basic learning and carries it from one situation to another
• Demonstrates critical thinking skills in creative problem solving and decision-making
• Asks questions, and seeks assistance when appropriate
• Takes responsibility to eliminate the sources of problems
• Demonstrates confidentiality regarding information pertaining to all students, faculty, and staff
• Maintains proper appearance and personal conduct for a professional office
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with stakeholders of diverse ethnic and cultural backgrounds
• Demonstrates ability to work in a team environment
• Brings outstanding organizational skills and proven ability to meet deadlines and follow-through with projects
• Possesses advanced computer skills, especially with Microsoft Office Suite and Google Suite, including word processing, spreadsheets, calendaring, databases, and the internet; willing to learn new software and systems
• Can prioritize multiple tasks in a busy work environment
• Is responsible, self-governing, and acts with integrity
• Values teamwork
• Is collaborative

Working Conditions

Busy office environment with a high degree of confidentiality

Application Materials

Please upload the following documents along with your application

• Cover Letter
• Resume
• 3 Professional References 

At Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.

For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).

Candidates from diverse backgrounds are encouraged to apply.  Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.

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, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, 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 applicable 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.

Application materials will be screened and interview candidates will be selected and notified by telephone or email.  The hiring process normally consists of several interviews and can last several weeks depending on the position.  All applicants will be notified once the position is filled.  Employment is contingent upon eligibility to work in the United States.