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Administrative Assistant, Clark Library
Staff
Provost's Office
Library
02/19/2020
Full time
Full time hourly

This position provides complex administrative and clerical support for the Clark Library. This level of the administrative assistant position has responsibilities supporting the functions of one of the schools at the University or a department that has University-wide impact.

This is a full-time, non-exempt (hourly – generally 40 hours per week), 12 months per year position with benefits. Benefits include: 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.)

The full job description is available at: http://bit.ly/AdminAsstCL


This posting was posted on February 19, 2020, and applications will be accepted on a rolling basis until the position is filled.

Act as point-of-contact for assigned school or department. Provide excellent customer service 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 assigned school or department.

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, and oversee, monitor, and order 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 processes or creating new processes at the assigned school or department; creating or providing trainings about the assigned school or department’s policies and processes; researching and drafting policies for review by the supervisor or other leadership at the assigned school or department; researching specific matters or issues; and drafting simple to complex reports.

Gather or record data and create complex reports and spreadsheets on behalf of the assigned school or department, 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 assigned school or department, 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 assigned school or department, including transactional support related to the assigned school or department’s policies and processes.

Plan and schedule calendar(s) for the assigned school or department, 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 assigned school or department in preparation for meetings.

May supervise student employees as assigned which includes duties related to hiring, scheduling, training, providing guidance, assigning tasks, prioritizing workloads, setting appropriate deadlines, reviewing work for quality and timeliness, and performance management and evaluation. Provide mentorship to other administrative staff in the Dean’s Office.

Actively contribute to the efficiency and impact of the assigned school of department.

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 and 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 and Licenses

None.

Knowledge, Skills and Abilities

Advanced computer skills and demonstrated experience with office software and email applications. Ability to provide training and assistance to others and troubleshoot technology issues at a basic level.

Proficiency with computers, technology devices, software, and applications at level of proficiency appropriate for the position’s duties. Ability to learn and use new technologies, software, and applications at level of proficiency appropriate for the position's duties.

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.

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.

*All University of Portland positions require the ability to use and/or learn to use in a timely manner current or new technologies, software, and applications at level of proficiency and sophistication required for duties of the position. In most situations, the necessity of learning, using, and/or supporting new technologies, software, and/or applications does not change a job description nor make the position one that involves higher level duties.

Please see full job description (link in most postings) for information about physical requirements, working conditions, work standards, and statement about reasonable accommodations.


Supplemental Questions


1. Why are you interested in this position at the University of Portland?

2. What are your areas of work-related strength? What are work-related areas that you would like to improve?

3. Please explain what diversity, inclusion, and equity means to you. Please describe your education and work-related experiences applicable to diversity, inclusion, and equity.

4. An important responsibility of this position will be providing administrative support related to financial/budget transactions. What is your experience in this area?

Cover Letter, References, Resume, Supplemental Questions

Notice of University requirements regarding offers of employment and background investigations: Offers of employment by the University are in in writing and signed by the head of the Office of Human Resources and the President, the Provost, or a Vice President. Any offers of employment that do not meet these requirements are not final and are contingent on final approval by Human Resources and receipt of a written offer of employment that meets the previously-stated requirements. A background investigation process is required before final hiring procedures can be completed for all faculty and staff positions. Any offers received before a background investigation is successfully completed are not final and are contingent on successful completion of a background investigation.

 

For those requiring a reasonable accommodation to apply: Applicants who have a disability and would like to request a reasonable accommodation regarding the application or hiring process should contact Human Resources (503) 943-8484.

 

The University’s mission and EEO statement: Founded in 1901, the University of Portland is a private, comprehensive, Catholic university with a mission of teaching and learning, faith and formation, service and leadership. The University of Portland is an equal opportunity employer fully dedicated to achieving a diverse faculty and staff. The University of Portland does not discriminate in its educational programs, admissions policies, scholarship and loan programs, athletic and other school-administered programs, or employment on the basis of race, color, national or ethnic origin, sex, disability, age, sexual orientation, or any other basis protected by and consistent with the law. Please see the University’s full Equal Opportunity and Nondiscrimination Policy here: https://www.up.edu/disclosures/nondiscrimination-policy.html.