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.

 

Salary Range: $45,000 - $55,000

Reports to:  Administrative Service Manager and Executive Assistant to the Dean

 

 

GENERAL DESCRIPTION OF POSITION:

The Administrative Assistant for College Operations provides essential day-to-day operational support to faculty and staff across all academic departments.

This role focuses on the physical and operational needs of the college, ranging from facilities management, studio & laboratory support to event coordination and student worker supervision. The incumbent ensures that the college’s physical spaces are functional, and events run smoothly.

 

 

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

• Assist the Associate Dean of the Faculty in submitting facilities requests to maintain academic spaces.


• Assist faculty and staff with ordering supplies for studios and laboratories.


• Gallery Management: Assist with the management and operational needs of the Cawein Gallery.


• Organize and coordinate logistics for internal college events, including luncheons, receptions, and dinners. 


• Manage scheduling, catering, and technology requests for high-profile college events (e.g., Visiting Writers Series, Annual Lectures, Senior Projects Day, Undergraduate Research Conference).


• Onboard, train, and supervise student workers deployed for department and school office support.


• Manage student worker timecards and track student worker expenses across all departments and schools to ensure budget compliance.


• Design advertising materials and assist in the creation and distribution of college newsletters.


• Process purchase requests, invoices, and check orders for assigned departments.


• Manage expense reimbursements and petty cash reconciliation in accordance with college policy.


• Perform reconciliation for non-personnel college accounts as assigned by the Administrative Services Manager and Executive Assistant to the Dean. 


• Perform these financial duties as specifically assigned by the Administrative Services Manager & Executive Assistant to the Dean.


• Resource Management: Order and manage inventory for office supplies, furniture, and course materials.


• Office Support: Handle the distribution of mail and manage photocopying requests.

 

 

SECONDARY FUNCTIONS:

Ad-Hoc Support: Perform other duties as assigned by the Administrative Services Manager to ensure efficient office operations.

 

 

JOB SCOPE:

Responsible for student worker supervision, limited decision-making authority, budget accountability for non-personnel college budgets. 

 

 

SUPERVISOR RESPONSIBILITY:

Student workers only.