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.

Salary Range: $60,000- 65,000

Reports to: Director of Facilities

GENERAL DESCRIPTION OF POSITION:

The Administrative Assistant for Hillsboro 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. They are responsible for ensuring the efficiency of daily operations at Pacific University's Hillsboro Campus and maintaining a high standard of service.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Campus Access & Transportation

• Oversee and coordinate student campus commuting options, including the administration of University Subsidized TriMet pass sales.

• Coordinate the annual contract with TriMet for University review, signature, and execution to maintain the subsidized transit pass program.

• Maintain current knowledge of transit options and promote awareness of the TriMet "Honored Citizen" low-income fare program to support equitable access and cost containment.

• Manage the University's relationship with TriMet, including coordination of Hop Card balance loading, and ensure accurate, efficient, and accessible program delivery for students.

• Manage the sale and oversight of student parking permits for the Hillsboro Campus.

• Manage multiple parking lots and permit options (semester, multi-term, weekly, clinic intern and weekend access), as well as Boxer ID card-enabled gate access.

• Ensure accurate allocation and enforcement of parking resources across all user groups, including removing gate access upon pass date expiration.

• Continue collaboration with University Information Services (UIS) to develop and implement automated systems to streamline permit processing, improve user experience, and increase operational efficiency.

• Collaborate with the City of Hillsboro Street Parking Enforcement team to maintain resolution of residential neighborhood parking concerns and support strong community relations.

• Communicate building closures, holiday schedules, and campus access updates to Hillsboro students, faculty, and staff, ensuring clear awareness of access restrictions and continuity of operation for each university holiday.

Health, Safety & Emergency Coordination

• Partner with Campus Public Safety, Facilities, and the University Emergency Management Team to develop and maintain health and safety policies.

• Provide operational input to ensure policies are practical and effective

• Support ongoing updates based on drills, incidents, and evolving campus needs while promoting consistent understanding and compliance across stakeholders.

• Provide educational updates and optimize teachable moments during drills to enhance compliance and safety drill outcomes.

• Coordinate annual fire and lockdown drills, manage weather emergency responses, and troubleshoot urgent safety issues as they arise.

• During periods of transition, optimize alignment of drill scheduling with evolving high-stakes testing and clinical operations to ensure meaningful preparedness while minimizing disruption to academic programs, students, and patient care activities.

• Ensure key stakeholders are informed in advance of all planned safety-related drills and are equipped with appropriate guidance to support their respective communities.

• Maintain and regularly update a comprehensive stakeholder contact list to support timely communication and coordination during drills and emergency situations.

Facilities & Operations Management

• Coordinate with the EMS Specialist on the managing room reservations and oversee internal and external campus usage.

• Optimizing space utilization in alignment with institutional priorities, proactively resolving last-minute scheduling conflicts and facility disruptions while managing downstream impacts.

• Support efficient allocation of space across schools and programs by understanding their distinct needs, improving overall utilization, and reducing reliance on leased external facilities.

• Ensure appropriate evaluation of external space requests, including determining when contracts, agreements, or fees are required, to maintain proper use of institutional resources and compliance with policy.

• Maintain a database of office assignments, associated needs, and contact information, including identifying opportunities for consolidation and real estate savings.

• Review and assess Hillsboro Campus work orders, prioritizing and elevating urgent requests to ensure facility standards.

• Leverage operational experience to evaluate requests, distinguishing urgent needs from routine, seasonal, or previously addressed items, and filter out non-essential or duplicative work orders to improve efficiency and resource allocation.

• Maintain student-facing common areas, proactively submit work order as needed, regularly reset wheeled furniture, ensuring organized and functional lounge spaces for all and supporting overall upkeep and efficiencies.

• Maintain student comfort resources, including regularly laundering and restocking lap blankets and other health and reproductive justice items.

• Liaise with Bon Appétit regarding Hillsboro Market facilities and services to support effective coordination and business operations.

• Serve as the primary liaison between university departments for Hillsboro Campus improvement projects.

• Coordinating across internal teams and external partners including the City of Hillsboro, OHSU Hillsboro medical center, contractors, vendors and community organizations for shared community partnerships and leased spaces.

• Manage scheduling and project alignment to minimize disruption to curricular activities while ensuring effective execution of campus improvements and stakeholder collaboration.

• Manage facility interruptions by deploying temporary solutions (e.g., fans, space heaters, and alternative room setups) to maintain operational continuity, support student success, and reduce urgent facilities team service calls to Hillsboro.

• Represent the Hillsboro campus needs as a member of:

• Strategic Energy Management Committee

• Health and Safety Advisory Committee

• The Accessibility Task Force

• Space use Committee

• The Dining Committee

• Exercise independent approval for the distribution and posting of all University and community advertisements.

• Evaluate advertisement for content, completeness and compliance (who, what, where, when, why), ensuring alignment with university policy and procedures.

• Confirm required approvals are in place, including Advancement authorization for fundraising, IRB approval for research-related postings, appropriate vetting of community requests, and compliance of student organization payment methods with university financial policies

• Provide supervision and guidance to occasional student workers.

• Develop and post student job descriptions in Paycom, aligning responsibilities with experiential learning outcomes.

• Support recruitment, selection, and onboarding processes, including advertising roles, identifying candidates, and completing ID verification (I9) with use of Paycom Client in compliance with university procedures.

• Set student worker expectations and oversee day-to-day tasks.

• Provide overall support for the Hillsboro Food Pantry

• Manage coordination of daily operations to ensure consistent and effective service delivery to support students with food insecurity.

• Assist in procuring both durable goods (by purchase and donations) and financial donations through outreach and donor engagement.

• Manage Food Pantry budget.

• Promote and facilitate student involvement in supporting pantry operations, fostering meaningful volunteer opportunities and strengthening awareness of campus food insecurity resources.

Administrative Support

• Exercise independent judgment to research, assess, and resolve complex issues or refer them to the appropriate department.

• Review and direct unidentified U.S. mail, ensuring proper routing and compliance with FERPA and HIPAA regulations.

• Serve as a central resource for complex or unclear visitor inquiries, using judgment and institutional knowledge to assess needs and ensure accurate referrals.

• Prioritize tasks and work independently while maintaining a high degree of confidentiality regarding divisional and university policies.

• Maintain restricted access areas on the Hillsboro Campus by reviewing and approving or denying Boxer ID card access requests for employees and external individuals, ensuring appropriate building and restricted area access in alignment with campus safety protocols and eligibility guidelines.

• Provide timely and accurate responses to inquiries regarding University procedures and standards.

SECONDARY FUNCTIONS:

Perform other related duties as assigned.

JOB SCOPE:

Performs duties with little direction given, operating from established directions and instructions. Decisions are made within general university policy constraints but occasionally require independent decision making

JOB CLASSIFICATION

Non-Exempt (Hourly)

Administrative Individual Contributor

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 related work experience
• Valid driver's license required.

REQUIRED QUALIFICATIONS

• Demonstrated expertise in remote campus operations, including responsibility for evaluating operational needs and determining and implementing solutions that impact departmental or institutional effectiveness.
• Proven ability to exercise independent judgment and discretion in interpreting policies, resolving complex operational issues, and prioritizing competing demands.
• Ability to develop, recommend, and implement operational procedures and process improvements that enhance efficiency and service delivery.
• Collaborates with students, faculty, staff, and external stakeholders while serving as a key resource for operational matters.
• Applies advanced critical thinking and analytical skills to assess situations, identify root causes, and implement long-term solutions rather than routine fixes.
• Demonstrated accountability for outcomes of projects and operational initiatives, including ability to take corrective action and prevent recurrence of issues.
• Maintains and exercises discretion and independent judgment regarding confidential and sensitive institutional information, including determining appropriate handling and disclosure.
• Demonstrates ability to work in a team environment.
• Demonstrates professional judgment and autonomy in representing the institution, including adapting communication strategies to diverse populations and complex situations.
• Ability to lead or coordinate cross-functional initiatives or projects, including setting priorities, managing timelines, and ensuring successful completion.
• Advanced organizational and project management skills, including ownership of projects with minimal supervision and responsibility for meeting strategic deadlines.
• Strong written and verbal communication skills, including the ability to draft, review, and refine official communications, reports, or procedural documentation.
• Advanced computer skills, especially with M.S. Office package including Word, Excel, Outlook, Access, and Internet Strong editorial and proofreading skills
• Ability to manage multiple priorities in a dynamic environment, making independent decisions regarding workflow, resource allocation, and task prioritization.

PREFERRED QUALIFICATIONS

• Bachelor's degree in business or higher education administration
• Bilingual or multilingual skills, specifically Spanish
• Experience working in a higher education setting, particularly with [student population, department type, etc.]
• Strong written and verbal communication skills
• Experience leading or contributing to cross-functional projects or institutional initiatives requiring coordination, prioritization, and independent decision-making.

WORK ENVIRONMENT

• On-site, only. Position based on the Hillsboro 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

Please submit application materials electronically through PayCom, our Human Resources Information System. Applications must include a cover letter addressing relevant experience, a Resume, and contact information for three professional references.

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.