Administrative Assistant

Position Details

Position Information

Job Title Administrative Assistant Department Advancement Services Job Code C31500 Job category Full Time Staff Terms and Hours Non-exempt, full-time, 35 hour work week. Salary Range Starting Hourly Wage $20.50; commensurate with experience Job Summary

The Administrative Assistant provides administrative support to the Associate and Assistant Vice Presidents and the broader Office of Advancement. Responsibilities include but are not limited to personnel‐related projects, special projects, administrative support, and problem solving for the day‐to‐day operations. The Administrative Assistant will provide high-level management, coordination and implementation of administrative and operations related functions while working independently with a high degree of professionalism and confidentiality. This position is essential to the execution of administrative functions within the Office of Advancement and works closely with the Executive Assistant to the Vice President for University Relations.

Core Duties

• Oversee and carry out duties associated with scheduling, organizing, and operating complex meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics.
• Develop, maintain, and schedule multiple department and individual calendars.
• Routinely edit, develop, prepare, proofread and/or compose materials for internal or external communications, requiring excellent judgment and discretion.
• Create, maintain, modify, and/or compile complex, often confidential, data and materials for presentations, meetings, and proposals, and which may utilize specialized software or

systems.

• Provide support for department travel arrangements, expense reporting, and budget

monitoring.

• Provide administrative support for events other activities related to the Office of

Advancement.

• Assist the Major Gift Team with creating and coordinating impact reports, presentations,

digital and print collateral packages for donor meetings.

• Support AVPs with special projects or campaigns which may involve planning, coordinating, analyzing, and making recommendations.
• Provide administrative support for the Office of Advancement with purchase card reconciliation, payments, and reimbursements.
• Assist department managers with time and leave administration duties.
• Oversee planning and preparation for new employee hires in the Office of Advancement.
• Supervise student employees. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.
• Perform duties associated with providing administrative support and coordinating projects on behalf of the Office of Advancement, including serving as a point of contact and liaison with other University offices/departments and constituents.
• Engage in office manager responsibilities for the Office of Advancement.
• Act as primary contact for the department and provide excellent customer service for in-person, email, and phone inquiries.
• As necessary, maintain office records in paper, electronic, or archival form.
• Actively contribute to the efficiency and impact of Advancement.

Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Please note that the above list of duties is not comprehensive but generally demonstrates the types of matters under this position's purview and responsibility.

Education & Experience

• Required: Associate's degree and three years of related experience.
• Preferred: Bachelor's degree.
• Preferred: Experience supporting executive-level positions and teams.
• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• None

Knowledge, Skills & Abilities

• Advanced computer skills and demonstrated experience with office software and email

applications; ability to quickly learn and use new technologies and applications in depth.

• Ability to function well in a busy work environment, working independently and as part of a team. Ability to work independently and to effectively receive supervisory input.
• Proven success in following through with and completing projects, including multiple projects being worked on at the same time.
• Strong orientation towards taking initiative and ownership of projects and assignments and being proactive with projects, assignments, quality, professional development, and process improvements.
• Ability to prioritize, multitask, be flexible with changing circumstances, and meet deadlines.
• Ability to self-monitor for quality work product output and continued professional development.
• Excellent organizational skills and attention to detail, accuracy and timeliness.
• Excellent analytical, critical thinking, and problem-solving skills.
• Ability to conduct research and present data in a clear and persuasive manner.
• Excellent verbal and written communication skills.
• Strong editing skills; experience in combining multiple writing styles of content contributors

into a single cohesive report.

• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Excellent customer service and interpersonal skills and ability to communicate effectively via online platforms and written communication.
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position. In most situations, the necessity of learning, using, and supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Physical Requirements

• Frequently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Occasionally: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 10 pounds.
• Occasionally: ability to attend events and activities on or off campus.
• Frequently: ability to interact and communicate with members of the University and others as necessary.

Working Conditions

• Hours of employment: sometimes may require working flexible, irregular, and/or longer hours, including early mornings, evenings, nights, and weekends, when necessitated by projects.
• Work-related stress: sometimes there may be stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Work Standards

• Respect for the University's mission and Catholic identity: demonstrates commitment to learning, respecting, and contributing to the mission of the University, a Catholic and Congregation of Holy Cross institution. The University's mission statement states in relevant part: "we pursue teaching and learning, faith and formation, service and leadership in the classroom, residence halls, and the world." The University's Statement of Inclusion states in relevant part: "Our belief in the inherent dignity of each person is founded upon the social teaching of the Catholic Church. At the center of that teaching is the fundamental mandate that every person, regardless of race, color, religion, gender, sexual orientation, social or economic class, age, or disability shall be treated with respect and dignity."

• The full Mission Statement is at: www.up.edu/about/mission.

• The full Statement of Inclusion is at: www.up.edu/disclosures/inclusion.

• Promote culture of safety: demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.

• Compliance with laws and policies and procedures: subject to and expected to comply with all applicable University, departmental, and other applicable policies and procedures, including but not limited to, the personnel, business, and/or other policies of the University.

• Compliance with driving-related laws and requirements: when conducting university business while driving, must comply with the Oregon Vehicle Code and University of Portland driving requirements.

• Interpersonal skills: demonstrates the ability to work professionally with all University of Portland community members, external organizations, and any other person or organization employee interacts with in his or her University capacity.

Benefits

Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

Posting Detail Information

Posting Number S386-2023 Number of Vacancies 1 Estimated Start Date 09/01/2026 Open Date 07/30/2026 Close Date 09/01/2026 Open Until Filled Yes Special Instructions Summary

Required Documents

Required Documents

• Resume
• Cover Letter

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • If you were selected for this position, how would you use your skills and experience to contribute to supporting inclusive excellence in this position at the University of Portland?

(Open Ended Question)