Work Schedule: FT; Monday-Friday, 8am-5pm General Description: The Administrative Assistant provides daily office support for the Office of the Provost and supports the Senior Assistant to the Provost by performing and coordinating a wide array of administrative and general office duties as assigned. Reports to the Senior Assistant to the Provost.
Essential Functions and Responsibilities:
Serve as first point of contact for the Office of the Provost and represent the department with professionalism.
Answer the telephone and route calls, sort mail, and process invoices. Respond to inquiries in accordance with policy and procedures.
Receive, track, and distribute documents, reports, and other materials received in the office.
Utilize Administrative Reporting in Banner to assist with scheduling, budgetary reports, and account reconciliation.
Maintain faculty files, department files, general office files, and archives.
Maintain upkeep of the general office, file, and storage areas, including monitoring and ordering office supplies.
Support and facilitate programs, events, and activities sponsored by the Office of the Provost.
Manage the general Office of the Provost calendar.
Assist the Faculty Governance Coordinator with the preparation and distribution of materials related to Faculty Assembly and/or Faculty Committee meetings.
Prepare and submit requests for cash reimbursements, payment requests, and travel related expenses.
Update and maintain Office of the Provost websites, online documents and forms, news posts, and social media.
Maintain Office of the Provost directory/phone list. Update and distribute as needed.
Handle, store, return, and dispose of confidential information and materials according to FERPA regulations.
Perform other duties as assigned.
Knowledge, Skills, and Abilities:
Excellent interpersonal and communication skills, both oral and written.
Ability to maintain a high level of confidentiality.
Excellent attention to detail and accuracy in an environment with frequent interruptions.
Commitment to diversity and the ability to communicate with a diverse constituency.
Strong organizational and planning skills.
Ability to prioritize work to provide prompt and efficient support.
Ability to adapt quickly in a fast-paced work environment.
Ability to operate standard office equipment.
Proficient with Microsoft Word, Excel, Google Apps.
Ability to learn new software applications.
Ability to work independently, as well as in a team.
High level of standard for customer service.
Required Qualifications: 1. 1.5 years of administrative experience. Education may substitute for some experience. 2. High school diploma or GED. 3. Finalist applicants must satisfactorily complete pre-employment background check.
Additional Salary Information: DOE + Excellent benefits
Pacific Lutheran University is a private university located in Tacoma, Washington. The university is home to approximately 3,200 students pursuing undergraduate and graduate degrees. Through its seven schools: Humanities, Natural Sciences, Social Sciences, Arts& Communication, Business, Education and Kinesiology, and Nursing, Pacific Lutheran offers more classes and more opportunities than most liberal arts colleges. Students have the opportunity to work close-up and hands –on with professors and classmates. Professors at Pacific Lutheran not only serve as mentors who help students discover the professional opportunities in academic fields, but as colleagues who work side- by -side with students on research and creative projects. Pacific Lutheran seeks to educate students for lives of thoughtful inquiry, service, leadership, and care- for other people, for their communities, and for the earth.