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.

GENERAL DESCRIPTION OF POSITION The Administrative Assistant for Forest Grove 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. Key responsibilities include managing the Pacific University motor pool, overseeing key management and parking services, and providing general clerical support for the Facilities Management Administration Office.

Salary Range: $45,000- 50,000

Reports to:

Manager of Administrative Services, Facilities Management & CPS ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

Administrative & Front Office Support Provide professional front-office coverage, including answering and routing phone inquiries as needed.

Deliver general clerical support for the Facilities Management Administration Office, ensuring efficient daily operations.

Provide vacation coverage and perform other duties as requested by the Manager of Administrative Services and/or the Director of Facilities Management and CPS.Motor Pool Coordination & Driver Compliance Oversee the Pacific University Driver Certification Program, including requesting and reviewing driver records from the Oregon DMV.Manage the full lifecycle of vehicle reservations for students, faculty, and staff, from processing requests to preparing key packets.

Facilitate the Certificate of Liability Insurance process by receiving and uploading all required documentation.

Maintain driver compliance through annual record reviews and proactive notification of upcoming license expirations.

Monitor the condition and compliance of campus vehicles, including coordinating DEQ requirements.

Financial Tracking & Reporting Perform accurate data entry for all trips within the File Maker system.

Reconcile monthly gasoline credit card invoices against receipts and documented vehicle use.

Prepare and finalize monthly chargeback reports for all Motor Pool expenses.

Access Control & Key Management Process and fulfill key authorization requests, including locating, preparing, and issuing keys.

Manage the check-in/check-out process for external contractors, ensuring they have the necessary access to complete their work.

Maintain the integrity of the Key Receipt program through weekly data entry of all issued and returned keys.

Assist with the implementation of parking procedures across both the Forest Grove and Hillsboro campuses.

SECONDARY FUNCTIONS:

Perform other related duties as assigned.

JOB SCOPE:

Reports directly to the Manager of Administrative Services, Facilities Management & CPS Provide excellent customer service to campus community, contractors and guests;
Point of responsibility for the data entry and management of several databases or processed including custodial supply usage, key book, issued and returned keys and contractor log Provides coverage as needed or as directed

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 previous office experience including knowledge of current office systems and equipment required.

Demonstrated ability to establish and maintain a pleasant, efficient and effective working relationships with students, faculty, staff and the general public.

Familiarity with FERPA and other relevant higher education regulations

Valid driver’s license required.

PREFERRED QUALIFICATIONS Experience working in a higher education setting, particularly with facilities or campus public safety.

Familiarity with FMX and Filemaker information management systems.

Demonstrated understanding of issues related to diversity, equity, and inclusion in higher education

Strong written and verbal communication skills

Excellent attention to detail and problem-solving skills.

WORK ENVIRONMENT On-site, only. Position based on the Forest Grove 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…