1769-Administrative Specialist

Pacific University Forest Grove, OR
Job #: 1769

The Administrative Specialist for the School of Audiology conducts and coordinates the administrative and business operations activities for the school, provides administrative support to the school's director, and serves as the primary initial contact for the school with the university community and the public.

Responsibilities:

Office Management

* Develops, implements, modifies, manages, maintains, and supervises the school's office procedures and files.

* Coordinates activities related to the management of office systems, equipment, and databases; maintains inventory of office furniture, equipment, and supplies; and coordinates purchase of new items.

* Uses Microsoft Office, Access, File Maker Pro and other word processing and database applications, including Qualtrics and ExamSoft, for correspondence, forms, reports, minutes, market and student surveys, course evaluations, and other related documents.

* Oversees computer-related tasks to support the operations of the school.

* Coordinates and monitors administration components of the school's calendar.

* Oversees housekeeping, building maintenance, and security issues as related to the school's operations, as needed.

* Answers telephones, responds to email and written communications, and records and forwards messages as needed.

* Serves as an information resource for students, applicants, faculty, staff, the public, and other stakeholders on issues related to the school.

School/Program Administration

* Coordinates faculty and staff recruitment processes, including scheduling interviews and assisting with new faculty orientation.

* Provides daily coordination of workflow and monitors priorities for the administrative functions of the school.

* Maintains program files, student data files, and faculty/staff directories.

* Assists in developing procedures and is responsible for ensuring documentation related to the administration of the school.

* Assists the school's director with completion of accreditation processes, contracts, and grant applications.

* Coordinates input from faculty and staff for revisions to school information in the university catalog, program brochure, application materials, program web site, and other program resources and materials.

* Provides administrative support to faculty and students, including coordinating course evaluations and BLS/CPR compliance, HIPAA/FERPA compliance.

* Works with the Registrar's Office to schedule courses and order textbooks.

* Coordinates marketing activities to include brochures, print and electronic ads, and other related activities.

* Manages the school's web pages.

* Works with the Office of Graduate and Professional Programs Admissions to coordinate the program admissions process, including but not limited to scheduling and management of open house events and admissions interview days.

* Coordinates student orientation and graduation activities.

* Schedules, attends, and takes minutes at faculty/staff meetings and other meetings as needed.

* Coordinates arrangements for special events sponsored by the school.

* Serves on university and community committees related to administrative services and community outreach.

* Assists the school's director in budget preparation and administration.

* Reconciles monthly budget reports and works with the school's director regarding any discrepancies.

* Responsible for check requests, purchase orders, bill payment, and monitoring of consultant/vendor contracts.

Required Knowledge, Skills, and Abilities:

* Communicates with students, faculty, staff, patients, and the public in a manner appropriate to the age of the individual served.

* Builds on basic learning and carries it from one situation to another.

* Demonstrates critical thinking skills in problem-solving and decision-making.

* Asks questions and seeks assistance.

* Takes responsibility to eliminate the source of problems.

* Demonstrates confidentiality regarding information pertaining to all students, faculty, staff, and patients.

* Maintains appropriate appearance and personal conduct for the position.

* Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions, with customers of diverse ethnic and cultural backgrounds.

* Demonstrates ability to work independently and as a team member, as needed.

* Is competent with a variety of business software and database applications. Has advanced experience with Microsoft Office software (including Word, Excel, Access, PowerPoint, Outlook) and the internet.

* Proficiency with webpage management and use of Moodle or other course management is desirable.

* Experience with Colleague and Datatel is desirable.

* Has excellent word processing skills, and knowledge of current office practices, office software systems, and office equipment operations.

* Demonstrates ability to establish and maintain pleasant, efficient, and effective working relationships with students, faculty, staff, patients, and the public.

* Has excellent written, verbal, and interpersonal communication skills.

* Is able to prioritize assignments, maintain well organized filing systems, manage multiple projects, meet deadlines, and maintain strong adherence to principles of confidentiality (including FERPA, HIPAA, and other laws).

* Is highly organized, with strong attention to detail and excellent recordkeeping skills.

* Understands financial management and related systems.

* Has the ability to take initiative to consider, research, and propose changes to office policies, processes, and procedures in an effort to maximize the efficiency and effectiveness of the school's operations.

* Able to extend work hours to address departmental needs.

* Is able to represent the school and the university in a professional manner and collaborate with all university departments and constituents.

Qualifications:

* Earned associate degree or equivalent required, earned baccalaureate degree preferred.

* Minimum of three years of administrative office management required.

* Degree or experience in business, audiology, communication disorders, and/or healthcare management desirable.

* Previous experience in a supervisory capacity desirable.

* Previous experience in an academic setting environment desirable.

Working Conditions: Typical busy professional/academic office environment with a computer work station. High volume of contact with students, faculty, staff, patients, and the public. Occasional required travel to the university's Forest Grove Campus. Occasional required evening and weekend work.

APPLICATION: Applicants interested in this opportunity should submit a cover letter, resume, and names and full contact information for three references. Application materials will be screened and interview candidates will be selected and notified by email. All applicants will be notified once the position is filled. Employment is contingent upon eligibility to work in the United States.

Submit application materials to: Please email your cover letter, resume, and reference information as three separate documents to employment@pacificu.edu. Please name your documents as shown in the following example: "YourLastName_YourFirstName_DocumentName" (e.g., Cover Letter, Resume, References).

Application materials will be screened and interview candidates will be selected and notified. The hiring process normally consists of several interviews and can last several weeks depending on the position. Employment is contingent upon eligibility to work in the United States and successful completion of a background check. If the position is posted on our online job board it is an available position and you may apply. No phone calls please.

NOTICE OF NONDISCRIMINATION POLICY: It is the policy of Pacific University not to discriminate on the basis of sex, physical or mental disability, race, color, national origin, sexual orientation, age, religious preference or disabled veteran or Vietnam Era status in admission and 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 classification protected under state or federal law, or city ordinance.