Administrative Assistant, Facilities

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.

GENERAL DESCRIPTION OF POSITION

The Administrative Assistant for Forest Grove 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. Key responsibilities include managing the Pacific University motor pool, overseeing key management and parking services, and providing general clerical support for the Facilities Management Administration Office.

Salary Range: $45,000- 50,000

Reports to: Manager of Administrative Services, Facilities Management & CPS

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Administrative & Front Office Support

• Provide professional front-office coverage, including answering and routing phone inquiries as needed.
• Deliver general clerical support for the Facilities Management Administration Office, ensuring efficient daily operations.
• Provide vacation coverage and perform other duties as requested by the Manager of Administrative Services and/or the Director of Facilities Management and CPS.

Motor Pool Coordination & Driver Compliance

• Oversee the Pacific University Driver Certification Program, including requesting and reviewing driver records from the Oregon DMV.
• Manage the full lifecycle of vehicle reservations for students, faculty, and staff, from processing requests to preparing key packets.
• Facilitate the Certificate of Liability Insurance process by receiving and uploading all required documentation.
• Maintain driver compliance through annual record reviews and proactive notification of upcoming license expirations.
• Monitor the condition and compliance of campus vehicles, including coordinating DEQ requirements.

Financial Tracking & Reporting

• Perform accurate data entry for all trips within the FileMaker system.
• Reconcile monthly gasoline credit card invoices against receipts and documented vehicle use.
• Prepare and finalize monthly chargeback reports for all Motor Pool expenses.

Access Control & Key Management

• Process and fulfill key authorization requests, including locating, preparing, and issuing keys.
• Manage the check-in/check-out process for external contractors, ensuring they have the necessary access to complete their work.
• Maintain the integrity of the Key Receipt program through weekly data entry of all issued and returned keys.
• Assist with the implementation of parking procedures across both the Forest Grove and Hillsboro campuses.

SECONDARY FUNCTIONS:

Perform other related duties as assigned.

JOB SCOPE:

• Reports directly to the Manager of Administrative Services, Facilities Management & CPS
• Provide excellent customer service to campus community, contractors and guests; Point of responsibility for the data entry and management of several databases or processed including custodial supply usage, key book, issued and returned keys and contractor log
• Provides coverage as needed or as directed

SUPERVISOR RESPONSIBILITY

This position may provide occasional guidance or task-specific oversight to student workers, interns, or temporary staff.

REQUIRED EDUCATION AND/OR EXPERIENCE

• High school education or equivalent required.
• 4-6 years of previous office experience including knowledge of current office systems and equipment required.
• Demonstrated ability to establish and maintain a pleasant, efficient and effective working relationships with students, faculty, staff and the general public.
• Familiarity with FERPA and other relevant higher education regulations
• Valid driver's license required.

PREFERRED QUALIFICATIONS

• Experience working in a higher education setting, particularly with facilities or campus public safety.
• Familiarity with FMX and Filemaker information management systems.
• Demonstrated understanding of issues related to diversity, equity, and inclusion in higher education
• Strong written and verbal communication skills
• Excellent attention to detail and problem-solving skills.

WORK ENVIRONMENT

• On-site, only. Position based on the Forest Grove Campus.
• Standard weekday hours (Monday-Friday 7 AM-4 PM) schedule with a one-hour lunch break. This position does not offer a remote option.
• Overtime may be required depending on operational needs
• Busy office environment with high degree of confidentiality
• Minimal travel required

PHYSICAL REQUIREMENTS:

• Typical office setting and administrative work. Some stooping, reaching, standing, walking, typing. Predominately a sedentary work environment.
• Light work - involves lifting up to 20 pounds
• Visual acuity - ability to see and interpret visual information

APPLICATION PROCESS

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.

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

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.

Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.

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 everyone 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
• Generous 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
• 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.