Executive Assistant and Operations Manager, University Advancement

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 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, Hillsboro, and  Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, acquire and share knowledge.

GENERAL DESCRIPTION OF POSITION:

Pacific University’s Advancement Division is building a model fundraising, communications, and engagement infrastructure, one that will meet the growing needs of the University and support the University’s strategic plan. As a division, our purpose is to create an unrivaled engagement experience and to secure philanthropic and enrollment resources that advance the University for generations to come. As a member of the Advancement team, the Executive Assistant and Operations Manager helps to fulfill our purpose by fostering a highly efficient team environment.

The Executive Assistant and Operations Manager provides critical, project and operational support to the Vice President for University Advancement (UA). This role coordinates and manages executive scheduling, prepares and organizes meeting materials and presentations, and coordinates departmental budgets in addition to the daily management of the office. The position serves as a liaison for division staff, senior leadership, and faculty and staff on behalf of the VP. The position is responsible for supporting the day-to-day functions of the Advancement Division. The Executive Assistant and Operations Manager collaborates with division leadership to design and implement strategies for guiding operations and processes to maximize Advancement efficiency.

Candidates are encouraged to apply by November 17 at 5 PM. The position will remain open until filled.

Annual salary range: $60,000 - $67,000

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

VP-Specific

• Serves as the liaison and first point of contact for the Vice President for University Advancement
• Uses the highest discretion regarding sensitive matters when maintaining confidential files, electronic records, and the VP’s calendar and emails
• Provides high-level administrative support including drafting and managing correspondences, scheduling appointments, and managing the VP’s calendar, email, and credit card reconciliation
• Manages executive business schedules and calendars, including arranging meetings (internally and externally), conference calls, booking appointments, and organizing all details for travel, including flight and accommodations
• Anticipates issues and researches information needed as background for meetings and decisions
• Creates/prepares correspondence, presentations, reports, graphs, research, and spreadsheets for or on behalf of the VP
• Coordinates communications from the VP as necessary. Composes and edits correspondence, including but not limited to gift and other acknowledgments, letters, proposals, and follow-up correspondence for various constituents
• Works closely with other officers of the University, direct reports to the President of the University and their support staff to coordinate meetings, presentations, and campus committee work
• Supports University Advancement Committee of the Board of Trustees and other trustee events with support tasks such as taking minutes, preparing meeting materials, and providing event support in collaboration with the President’s Chief of Staff and other VP executive assistants.
• Executes special projects and other duties assigned

Division Operations

• Oversees daily workflow and operations for the department
• Serves as a UA Leadership team member and participates in the development of strategic plans and implementation strategies
• Serves as first point of contact for internal and external needs of the department
• Monitors, tracks, and reconciles division's budget, including processing bills and invoices, updating budget, and providing regular reports to division leaders
• Participates in budget planning and management, prepares and coordinates analysis of budgets, and makes recommendations to UA leadership
• Tracks invoices and expenses for all UA areas and manages and monitors proper usage of operating funds for UA teams
• Creates and monitors work processes, establishes best practices and a learning agenda for continuous improvement, and helps develop RACIs, policies, and service agreements
• Responsible for analyzing and trending data and recommending improvements. Develops and maintains division SOPs
• Tracks, monitors, and follows the progress of projects, action items, and strategies as directed
• Manages the UA calendar including internal/external events, board of trustee meetings, vacation requests, etc.
• Plans, researches and coordinates strategies to enhance current processes within the division to include technology enhancements and capabilities
• Supports the planning and activation of large-scale or organizationally important events
• Implements and maintains official policies, procedures, databases, records, and correspondence; coordinates records archiving, disposal, and records retention process
• Handles division subscriptions and professional memberships

Human Resources

• Serves as a liaison and point of contact for Human Resources (HR) matters by maintaining records of new hires, transfers, terminations, changes in job classifications, and other duties as assigned by the VP
• Documents HR actions by completing forms, reports, logs, and records
• Assists with HR processes within the department, including performance reviews, recruitment, interviews, and any other HR administrative tasks as needed
• Supports all onboarding processes, including initial materials on required HR-related activities
• Originates and maintains confidential HR-related files; assures compliance with University HR guidelines
• Administers staff searches for the division as appropriate
• Supports staff searches for committees that the VP chairs

SECONDARY FUNCTIONS:

• Ensures the UA leadership team is staying up-to-date and meeting deadlines
• Researches, prioritizes, and follows up on multiple issues and concerns addressed to the VP/AVPs, including those of a sensitive and confidential nature
• Maintains office supply levels for the division
• Manages and plans logistics and agendas for department meetings and briefs the VP and/or AVPs before meetings, conferences, and events
• Handles arrangements for internal meetings, including facility arrangements, food, agendas, deadline reminders, etc.
• Attends and participates in meetings, records minutes and expectations from meetings, and follows up on meeting action items to completion
• Answers phone and directs calls appropriately as the division contact
• Represents UA in cross-functional committees at Pacific
• Manages memberships and subscriptions for organizations and publications
• Creates alliances with internal and external constituents to enable UA goals and priorities
• Assists in maintaining alumni and donor records and prospective donors in CRM/database, ensuring completeness and accuracy, including making updates on contact information, business titles, etc., and entering contact reports

JOB SCOPE:

The Executive Assistant is expected to demonstrate leadership and to be a contributing member of the VP for Advancement’s leadership team. Some of the Executive Assistant’s responsibilities are highly sensitive and extremely confidential in nature, including human resources matters, sensitive public affairs and crisis communications, budget, and strategic university administrative decisions. Key areas of accountability include planning, coordinating and administering activities across University Advancement.

SUPERVISOR RESPONSIBILITY:

This position is not supervisory in nature, but may supervise students employed by the department.

EDUCATION, CERTIFICATES, LICENSES AND EXPERIENCE:

• Bachelor’s degree preferred
• Minimum of five years providing direct administrative support to an executive level leader
• Advanced proficiency with Microsoft Office Suite, Google Suite, Adobe Acrobat Pro; interest in AI platforms
• Demonstrated proficiency in using donor databases or CRMs, event software, web browsers, and email and website editing platforms
• Strong interpersonal communication (including excellent writing and proofreading skills), diplomacy, and organizational skills required
• Experience working in higher education, nonprofit, or comparable industry preferred
• Possess a valid driver's license and driving record to become/remain certified to operate University vehicles and equipment

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Builds on basic learning and carries it from one situation to another.
• Demonstrates critical thinking skills in problem solving and decision-making.
• Asks questions and seeks assistance.
• Takes responsibility to eliminate the source of problems.
• Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
• Maintains proper appearance and personal conduct for the employee’s particular job.
• Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS:

• On-site office environment at the Forest Grove campus
• Project timelines and deliverable requires flexible scheduling and frequent communication
• Occasional travel in the metropolitan area, the state, and nationally
• Traditional business hours (8 a.m. to 5 p.m.)
• Some weekends, evenings, and holidays are required; flexibility in hours is necessary
• Limited work-from-home opportunities may be available

PHYSICAL REQUIREMENTS:

_X_Sedentary work _X_Light work __Medium work __Heavy work __Very Heavy work __Visual acuity

APPLICATION:

Please upload your resume and cover letter with your application. 

At Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.

For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).

Candidates from diverse backgrounds are encouraged to apply.  Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.

NOTICE OF NONDISCRIMINATION POLICY

It is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other applicable state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, provost@pacificu.edu.

Application materials will be screened and interview candidates will be selected and notified by telephone.  The hiring process normally consists of several interviews and can last several weeks depending on the position.  All applicants will be notified once the position is filled.  Employment is contingent upon eligibility to work in the United States.