Position DetailsPosition Information Job Title Administrative Assistant to the Dean of the Pamplin School of Business Department Pamplin School of Business Office Administration Job Code C55350 Job category Full Time Staff Terms and Hours 12-month position, non-exempt full-time, 35 hour work week Salary Range Starting Hourly Rate $25.29; commensurate on experience Job Summary This position is the central point of contact for all faculty and staff in the Pamplin School of Business (Pamplin) and assists the Dean's Office in a wide variety of areas including but not limited to personnel-related projects, special projects, administrative support, and problem solving for the day-to-day operations of the Dean's Office. The Administrative Assistant to the Dean will provide high-level management, coordination and implementation of administrative and operations related functions while working independently with a high degree of professionalism and confidentiality.Core Duties Duties related to executive support for Dean's Office
- Act as primary point-of-contact for the Dean and Dean's Office, including serving as a resource about Pamplin's policies and procedures. 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 Dean and the Dean's Executive Team.
- Perform duties associated with providing administrative support and coordinating projects on behalf of the Dean and Dean's Office, including serving as a point of contact and liaison with Pamplin faculty, staff and other University offices/departments and constituents.
- Plan and schedule calendar(s) for the Dean's Office including the Dean's calendar and School's conference room calendar, resolve calendaring conflicts, and arrange travel.
- Oversee and carry out duties associated with scheduling, organizing, and operating meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics as needed.
- Serve as the point of contact for general maintenance and other facility concerns within Pamplin; report any incidents or potential safety problems to appropriate representatives; track completion of required training. Serve as point of contact for room access.
- Provide administrative assistance for the Entrepreneur Scholars program.
Duties related to personnel matters
- Facilitate the collection and organization of tenure and promotion files for Rank and Tenure process, maintain lists of faculty expertise and manage personnel files.
- Hire and supervise student employees. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, timesheet approval, performance management and evaluations, and disciplinary processes including termination of employment.
- Assist in the Supervision of regular and part time staff employees as needed.
- Oversee contract and vendor requirements and processes.
- Independently or in collaboration with relevant University offices, guide Pamplin in the interpretation and implementation of Human Resources' and Provost's Office policies, procedures, and programs.
- Support Pamplin faculty and staff with recruitment processes for new hires as well as end of employment practices.
Duties related to budget and finance
- Process and manage financial transactions on behalf of the Dean and Dean's Office which includes researching and resolving discrepancies, coordinating office billing, reconciling department credit card payments, and generating budget reports.
- Help plan and manage the Pamplin's annual operating budget. Communicate critical information to the Dean related to finances and provide recommendations when appropriate. Support the Dean in approving expenditures.
- Work collaboratively and proactively with the Dean and central University financial offices to coordinate and reconcile Pamplin finances.
- Reconcile, track and project all budgets associated with the Dean's office including, but not limited to, the budgets for the Dean's Discretionary Fund and the Pamplin Fund to ensure that expenses align with budget.
- Work closely with the Dean to manage discretionary and other non-operating funds, resources/uses.
- Provide written justifications as appropriate for all monthly and quarterly budgetary reports associated with the Dean's office which explain variances on cost-cutting avenues or redistribution of funds as necessary.
- Coordinate the process to approve and reconcile all expenditures for professional development travel (from operating budget) for the faculty and staff.
- Coordinate the process to approve, purchase, and reconcile expenditures for student club and other Pamplin sponsored student activities.
Duties related to programs and special projects
- Support the development and maintenance of Pamplin School department and program websites, directory information and public facing materials.
- Manage and coordinate office and other space requests as well as determine office allocations for Pamplin full-time and adjunct faculty.
- Provide project support to the Dean and the Dean's Executive Team such as but not limited to accreditation projects, University bulletin updates, the Pamplin course schedule, legal matters, and consultation visits; coordinate student awards and recognitions; and coordinate advisory board meetings.
- Manage processes related to allocation and awarding of scholarships that fall under the Dean's discretion.
- Coordinate Pamplin school-wide programs such as professional development requests, undergraduate research student requests, and faculty professional development grants.
- Gather or record data and create complex reports and spreadsheets on behalf of the Dean and Dean's Office that may utilize specialized software and systems.
- Actively contribute to the efficiency and impact of the Dean, Dean's Office, and the Pamplin School of Business.
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: Bachelor's degree.
- Required: 3 to 5 years of relevant experience in administrative and/or budgetary management.
- Preferred: Master's Degree in relevant field.
- Preferred: Experience in Higher Education.
- Or a combination of equivalent education and/or experience.
Certifications & Licenses
Knowledge, Skills & Abilities
- Ability to independently and collaboratively review, interpret, and apply policies and processes of an institution.
- Ability to function well in a busy work environment, working independently and as part of a team. Ability to work independently and to effectively receive supervisory input.
- 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.
- Ability to self-monitor for quality work product output and continued professional development.
- Excellent organizational skills and attention to detail, accuracy and timeliness.
- Excellent analytical, critical thinking, and problem-solving skills.
- Ability to conduct research and present data in a clear and persuasive manner.
- Excellent verbal and written communication skills.
- 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 and ability to communicate effectively via online platforms and written communication.
- Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse students, faculty, and staff.
- Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
- 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.
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, irregular, 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 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 S184-2023 Number of Vacancies 1 Estimated Start DateOpen Date 09/06/2024 Close DateOpen Until Filled No Special Instructions Summary