Executive Assistant to the Vice President of Finance

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 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 Executive Assistant to the Vice President of Finance and Administration provides high-level administrative support to the Office of the Vice President of Finance and Administration and leaders of other university initiatives when assigned. Reporting directly to the Vice President of Finance and Administration, the Executive Assistant undertakes a broad and complex set of assignments related to the duties of the vice president and offers comprehensive assistance in all matters pertaining to the office. This role serves a wide variety of university stakeholders, upholds an overall standard of excellence within the vice president's office, and facilitates seamless communication between the vice president and both internal and external constituencies.

 

 

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

The essential functions and major responsibilities of the Executive Assistant include:

• Scheduling: Act as the primary point of contact between the vice president and others, expertly managing the vice president's complex calendar, including scheduling appointments, events, and proactively gathering necessary documents for meetings.

 

• Communication: Efficiently prioritize, draft, and manage office correspondence; professionally greet guests to the office; and interact with a diverse range of constituents with diplomacy and tact.

​​​​​​​

• Office Management: Oversee the smooth operation of the office, including ordering office supplies, compiling various reports, maintaining organized records and documentation, managing projects, and coordinating special events.

​​​​​​​

• Proactive Support: Diligently track, anticipate, and prepare for upcoming deadlines, events, and agenda items requiring action by the vice president. Identify and recommend improvements to administrative procedures and implement changes as appropriate.

​​​​​​​

• Budget Management: Serve as the budget authority for the vice president's office, responsible for managing the departmental budget, specific areas of the general administration budget, and the Director of Legal Affairs budget. This includes analyzing, forecasting, managing expenditures and accounts payable, compiling financial data, and generating regular budget reports.

​​​​​​​

• Finance and Administration Leadership Team Support: Provide administrative support to the Finance and Administration Leadership Team, including scheduling meetings, preparing agendas and materials, and tracking action items.

​​​​​​​

• Board Committee Support: Provide comprehensive administrative support for four Board Committees (Audit, Campus Property, Finance and Investment) and any subcommittees formed. Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with board and foundation members, staff, and vendors.

​​​​​​​

• University Committee Support: Provide administrative support for two University committees (Finance and Retirement). Responsibilities include coordinating meetings, preparing agendas, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with members and staff.

​​​​​​​

• Oak Tree Foundation Administrative Management: Provide administrative management support to the Oak Tree Foundation, including coordinating meetings, preparing agendas and materials, taking and distributing minutes, tracking action items and attendance, updating member lists, and interacting directly with foundation members.

​​​​​​​

• Insurance Liaison: Serve as the primary liaison with the university’s insurance provider, processing certificates of insurance, providing property and lease information, and coordinating and participating in the annual insurance review.

​​​​​​​

• University Honors and Awards Ceremony Planning Committee: Serve as an active member of the University Honors and Awards Ceremony Planning Committee, with responsibilities including purchasing awards, and managing budget and data.

​​​​​​​

• Vice-Presidential Executive Assistants Team: Collaborate effectively as a member of the Vice-Presidential Executive Assistants Team, providing support for Board meetings and materials, as well as other joint projects.

 

 

SECONDARY FUNCTIONS:

Perform other related duties as assigned by the vice president, the Board of Trustees, or the Chair of the Strategic Planning Steering Committee, such as:

• Serving on various university committees.
• Completing numerous requests for information from both internal and external sources.
• Performing other duties and facilitating projects as assigned.

 

 

JOB SCOPE:

This position operates with minimal direct supervision, working within established University strategy, existing instructions, and industry best practices. Decision-making occurs within general university policy constraints but requires independent judgment. The Executive Assistant reports directly to the Vice President of Finance and Administration and serves as the Budget Authority for the vice president’s office budget.

 

 

SUPERVISOR RESPONSIBILITY:

This position is not supervisory in nature. However, the role may involve interviewing, hiring, training, and managing student employees, fostering a professional work environment and providing valuable experience for their future endeavors.

Qualifications

EDUCATION AND/OR EXPERIENCE:

• Bachelor's degree preferred.
• Five years or more of progressively responsible administrative support for executives or senior leadership preferred.
• Experience in a higher education setting preferred.
• Knowledge of bookkeeping/accounting principles preferred.

 

 

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

The Executive Assistant must possess:

• Outstanding organizational skills and a proven ability to meet deadlines and follow through with projects.
• Exceptional attention to detail.
• The ability to effectively manage multiple high-priority projects and competing priorities.
• Excellent interpersonal and relationship-building skills.
• Effective verbal and written communication skills.
• Superior problem-solving abilities and independent judgment.
• Sensitivity, discretion, and flexibility in handling confidential or privileged information.
• Familiarity with compliance-related laws and regulations.
• Advanced writing and documentation experience, with demonstrated success in strategic messaging, legal documentation, and policy development.
• Experience managing budgets effectively.
• The ability to work both independently and collaboratively as part of a team.
• Strong leadership and decision-making skills.
• A high degree of integrity, professionalism, and commitment to confidentiality.
• Proficiency in a variety of software applications, including Colleague, MS Office Suite (Word, Excel, PowerPoint, Outlook), Google Suite (Docs, Sheets, Slides, Calendar, Gmail), Zoom, Raiser's Edge, and web editing software. The ability to learn new applications is essential.

 

 

WORKING CONDITIONS:

Most work is performed in a typical university office environment during standard business hours. Occasional evening, weekend, and holiday work may be required. Occasional travel between different university campuses may also be necessary.

 

 

PHYSICAL REQUIREMENTS:

• General office environment.
• Prolonged periods of sitting at a desk and working on a computer.
• Ability to communicate effectively via phone, email, online meetings, and in person.
• Must be able to lift up to 15 pounds occasionally.

 

 

Application Process:

Review of applications will begin May 30th any that are received by end of day May 30th will be prioritized. The position will remain open until filled.

To apply, please upload your resume and cover letter along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.

Offers of employment at Pacific University are contingent upon proof of eligibility to work in the United States.

 

 

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

 

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that every one is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

 

 

Compensation and Benefits:

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Annual 9% retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• Employer-paid life, short-term disability, and long-term disability insurance
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

 

 

Equal Opportunity Employment:

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.

 

 

Notice of Nondiscrimination Policy:

Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, 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, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at provost@pacificu.edu.