Administrative Assistant

Job Title Administrative Assistant Department Clark Library Staff Job Code C65521 Job category Full Time Staff Terms and Hours Full time Hourly. Non-exempt. Salary Range Starting at $20.00 per hour; commensurate with experience Job Summary

Under the direction of the Dean of the Library, the Administrative Assistant provides administrative support in a wide variety of areas including, but not limited to, department correspondence, scheduling and calendar maintenance, file maintenance, reception, and event planning. This position coordinates activities on the Dean of the Library's behalf, upholds timely and accurate communications with students, prioritizes tasks, and works independently with a high degree of professionalism and confidentiality. This position is essential to the execution of administrative functions within the Clark Library.

Core Duties

• Primary administrative point-of-contact for department; provide excellent customer service and a welcoming environment to a diverse array of people (including faculty, staff, students, and visitors) for in-person, email, and phone inquiries. Respond to internal and external inquiries and take appropriate action as required including proactively addressing potential issues and systematic matters. Act proactively in bringing information and potential issues to the attention of the leadership of the Clark Library.

• Process and monitor financial transactions on behalf of the assigned school or department, which may include researching and resolving discrepancies. This includes coordinating office financial processes, reconciling department credit card payments, and generating budget reports.

• Coordinate facilities requests, manage ordering of office supplies, coordinate internal office communications and events.

• Work on simple to complex projects as assigned. Projects may include but are not limited to: reviewing and improving policies and processes; researching and drafting policies for review by the supervisor or other leadership; researching specific matters or issues; and drafting reports as needed.

• Gather or record data and create complex reports and spreadsheets, including reports and spreadsheets that may utilize specialized software and systems.

• Perform duties associated with providing administrative support and coordinating projects and products on behalf of the Clark Library, including serving as a point of contact and liaison with faculty, staff, and/or students at the assigned school or department and staff and administrators in other offices across campus.

• Provide operational and transactional support on behalf of the Clark Libraryt, including transactional support related to applicable policies and processes.

• Plan and schedule calendar(s) for the Clark Library, resolve calendaring conflicts, and arrange travel. Calendars may include, but are not limited to, the calendars of the supervisor or other individuals in leadership positions at the assigned school or department, as well as conference room calendars.

• Compose and draft documents and correspondence for presentations, letters, and other business. Edit and fact check materials for distribution or publication. Create, maintain, modify, and/or ensure accuracy of content in various assigned school or department documents, reports, websites, and other media.

• Oversee and carry out duties associated with scheduling, organizing, and operating simple to complex meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics. May prepare an overview, summary, or documents for the supervisor or other leadership at the Clark Library.

• May supervise student employees as assigned. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes including termination of employment.

• Provide mentorship to other administrative staff in the Dean's Office.

• Actively contribute to the efficiency and impact of the Clark Library.

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 two years of related experience.

• Preferred: Bachelor's degree.

• Preferred: Administrative experience supporting a complex department or prior experience in higher education.

• Or a combination of equivalent education and/or experience.

Certifications & Licenses

• None.

Knowledge, Skills & Abilities

• Demonstrated ability in providing administrative support related to financial/budget transactions, record keeping, and report generation; this would include helping to process transactions such as payment and reimbursement requests, keeping track of such transactions and expenditures via Excel or other comparable applications, and report generation that involves business-level mathematics and financial literacy skills.

• 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.

• Excellent organizational skills and attention to detail.

• Excellent analytical, critical thinking, and problem solving skills.

• Excellent verbal and written communication skills.

• Strong writing and editing skills. Experience in combining multiple writing styles of content contributors into a single cohesive report.

• Excellent 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.

• 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.

• Ability to provide training and assistance to others and troubleshoot technology issues at a basic level.

• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of policies, processes, individuals, and groups. Excellent diplomatic ability.

• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.

• Ability to work independently, to effectively receive supervisory input and directions, and to effectively work as part of and contribute to a team.

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 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 laws and 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 S133-2023 Number of Vacancies 1 Estimated Start Date Open Date 05/02/2024 Close Date Open Until Filled Yes Special Instructions Summary

Priority will be given to applications received by May 16, 2024.