Administrative Assistant, College of Health Professions

3 weeks ago

Oregon City, United States Pacific University Full time
Job Details

Job Location
Hillsboro Professional Campus - OR

Description

Come join our team in the College of Health Professions at Pacific University

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 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, acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION: Serves as the Administrative Assistant for the College of Health Professions Administration office and as an Interprofessional Education (IPE) assistant to the Vice Provost and Executive Dean. As the frontline person who will provide initial contact for the office either via telephone or in person, the individual selected as the Administrative Assistant must have excellent communication and interpersonal skills, a professional appearance, and the ability to efficiently manage various activities and assignments. This position is full-time typically between the hours of 8:00 am and 5:00 pm (some flexibility required based on events and office needs), Monday through Friday on-site, in-person.

Candidates are encouraged to apply by November 1 at 5 PM. The position will remain open until filled.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:
  • Carry out all duties with efficiency and tact, while maintaining a high degree of integrity and confidentiality.
  • Serving as an information resource for students, faculty and staff on issues related to the college.
  • Maintaining faculty and staff directories and committee membership rosters.
  • Using database and word processing applications (Microsoft Office) to type correspondence forms, reports, and other related documents.
  • Maintain the global clinical contracts for student placements - contact clinical sites to establish or update affiliation agreements.
  • Manage the administrative and budgetary tasks for the Interprofessional Education Program and Competency Course.
  • Manage the Interprofessional Education webpage updates.
  • Staff representative for IPE committees - attend meetings and take minutes.
  • Serving as the Interprofessional Case Conference Coordinator - recruitment, creating the schedule, attending the online conferences, virtual platform set up, email communication, data collection, and end of year reports.
  • College elective course administration - manage course schedules, recruitment for new elective courses, and creating the courses in Colleague for student registration.
  • Assist with College of Health Professions web editing.
  • Collect updated faculty information assisting the Executive Dean with annual compilation of accomplishments.
  • Assist the College of Health Professions administrative team on various tasks as directed by supervisor or Executive Dean.
  • Perform miscellaneous office activities of filing, labeling, copying, answering phone and emails.
  • Assist with planning and staffing various College of Health Professions Events, occasionally modifying normal work hours as necessary.
  • Manage room reservations through the EMS system.
  • Other duties as assigned.
JOB SCOPE:

The incumbent will follow established practices and procedures. Duties are performed with specific directions given and work is checked or verified visually, orally and in writing on a frequent basis. Decisions are made within specific operational instructions and departmental guidelines. Errors in judgment or lack of confidentiality could affect the smooth and efficient operation of the office.

SUPERVISOR RESPONSIBILITY:

This position is not supervisory in nature. May occasionally supervise student workers.

Qualifications

EDUCATION AND/OR EXPERIENCE:
  • Bachelor's Degree preferred and administrative experience in an automated office environment preferred; however, on the job training is feasible if the individual possesses the needed knowledge, skills, abilities and behaviors.
REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:
  • Communicates with students, faculty, staff and the public 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 and staff.
  • Maintains proper appearance and personal conduct for the employee's particular job.
  • 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 in a collaborative team environment.
  • Excellent typing skills at 65+ wpm, knowledge of current office software systems, office practices, and office equipment operations.
  • Ability to work independently and as a team member.
  • Intermediate experience using Microsoft Word, Excel, PowerPoint, Outlook, Publisher, and the internet.
  • Excellent written, oral, and interpersonal communications skills and demonstrated ability to establish and maintain pleasant, efficient, and effective working relationships with students, faculty, staff, administrators, and the public.
  • Ability to maintain well-organized filing systems, to prioritize assignments, manage multiple projects, meet deadlines, and maintain strong adherence to principles of confidentiality such as FERPA, HIPAA and other laws.
  • Highly organized with strong attention to detail.


WORKING CONDITIONS:

Normal office working environment.

PHYSICAL ACTIVITIES:

• Balancing • Feeling • Fingering • Hearing • Lifting • Pulling • Pushing • Reaching • Repetitive motion • Standing • Stooping • Talking • Walking

PHYSICAL REQUIREMENTS:

Sedentary work. Medium work. Occasional event set up and take down requirements. Must be able to lift 40lbs.

APPLICATION:

Please upload your cover letter, resume and names and phone numbers of three professional references. Please name your documents as shown in the following example: (Example: Adams_Amy letter, Adams_Amy resume, Adams_Amy references).

At Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.

For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).

Candidates from diverse backgrounds are encouraged to apply. Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.

NOTICE OF NONDISCRIMINATION POLICY

It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, 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 applicable state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.

Application materials will be screened and interview candidates will be selected and notified by telephone. The hiring process normally consists of several interviews and can last several weeks depending on the position. All applicants will be notified once the position is filled. Employment is contingent upon eligibility to work in the United States.

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