Administrative Assistant, Facilities

Administrative Assistant – Facilities Management (Forest Grove Campus)

Job Location:

Forest Grove Campus – Forest Grove, OR 97116

Position Type:
Non‑Exempt

Salary Range: $45,000.00 – $50,000.00

Reports to:

Manager of Administrative Services, Facilities Management & CPS

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.

• 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.
• Perform other related duties as assigned.
  Secondary Functions:

Provides excellent customer service to campus community, contractors and guests; point of responsibility for the data entry and management of several databases including custodial supply usage, key book, issued and returned keys, and contractor log. Provides coverage as needed or as directed.

This position may provide occasional guidance or task‑specific oversight to student workers, interns, or temporary staff.

• Required
  
  Education & 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 relationship 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.

On‑site only. Position based on the Forest Grove Campus.

Standard weekday hours (Monday–Friday 7 AM–4 PM) with a one‑hour lunch break. No remote option. Overtime may be required depending…