Manager of Administration Services

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:

Under the general supervision of the Director of Facilities Management & CPS, this position is responsible for supervision of administration front office staff as well as performing all financial practices for Facilities Management and all departments under Facilities Management.  Duties include invoice processing, bookkeeping, account reconciliation, budget analysis, reporting of relevant data and special project management. This description is not intended to be all-inclusive and will have additional responsibilities as required and/or assigned.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:  

• Hire and supervise Facilities Management Administration front office staff.
• Prepare and submit Annual Performance Reviews for all front office staff in Facilities Management.
• Prepare, maintain records and route all Position Requisitions for Facilities Departments.
• Prepare, maintain records and route all Personnel Action Forms for Facilities Departments.
• Prepare and / or maintain electronic copies of all Job Descriptions for the department.
• Responsible for final reconciliation approval and electronic delivery of Time Cards for the Facilities Management office staff to appropriate Human Resource staff as required by set deadlines.
• ​​​​​​​Order Name Badges as requested by all Facilities Management & Campus Public Safety staff.
• Order Business Cards as requested by all Facilities Management & Campus Public Safety staff.
• Compile, process and maintain budget documents for Facilities Administration, Facilities Engineering, Landscaping, Custodial, CPS, Motor Pool, Mail Services and Service Center as well as specifically Deffered Maintenance, Lincoln Park Athletic Complex, Forest Grove Shopping Center, HPC1 and HPC2, TPP, ITF, HPC4, Occ. & Environmental Safety, among others.
• Responsible for invoices and budgets of all utilities at Forest Grove and Hillsboro campuses, as well as smaller individual properties.
• Process purchase requisitions, invoices and check requests for all Facilities Departments.
• Maintain VISA for Facilities Administration.  Process and reconcile monthly statements.
• Make journal entries and budget revisions and track encumbrances
• Maintain financial templates, as required.
• Management of special projects, supervised by the Director of Facilities Management & CPS, to include:  Submitting Project Request forms to appropriate personnel or departments for approval process; Work closely with Business Office to define and develop budgets for special projects; Preparing checks request for and tracking of all City and County permits; Process all P.O.s and invoices through completion of project. 
• Attend Facilities Management & CPS staff meetings and reports on recent office activities and/or issues.
• Provide monthly financial status reports to the Director of Facilities Management & CPS and all Facilities Supervisors/Managers that oversee budgets.
• Process utility billings monthly and maintain compiled data for assessment purposes.
• Maintain budget for student workers for Facilities Administration, Facilities Engineering, Motor Pool, Mail Services, Service Center and CPS 
• Regularly review payroll reports.
• Maintain confidentiality in regards to payroll and other financial matters.
• Make deposit transmittals.
• Maintain petty cash for Facilities Department and process all receipts for reimbursement.
• Back-up on telephone and other general office duties.

SECONDARY FUNCTIONS:

• Perform other related duties as required by the Director of Facilities Management & CPS.

JOB SCOPE:

• Reports directly to the Director of Facilities Management & CPS.
• Oversees employed staff and is the point person of responsibility for all activity within the front office of Facilities Management.
• Responsible for documenting all budget operations within Management
• Informs Director of Management & CPS of budget deadlines and current budget totals on a regular basis ​​​​​

​​​​​​​SUPERVISOR RESPONSIBILITY:

• Directly supervises and oversees the duties of three employee positions: Motor Pool Coordinator, Senior Administrative Assistant and Administrative Assistant.
• Reconcile timecards for direct reporting staff.
• Submits annual written performance evaluations for staff positions listed above

EDUCATION AND/OR EXPERIENCE:

• High school education or equivalent, some business and bookkeeping courses required.
• Previous financial office experience required.  Demonstrated knowledge of bookkeeping and accounting principles and practices.
• Knowledge of current office procedures and equipment.
• Demonstrated knowledge with PC computers and software (MS Word, Excel, Outlook, FileMaker, Datatel UI - Colleague) required.
• Bi-lingual preffered

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  all customers
• Demonstrates ability to work in a team environment.

WORKING CONDITIONS: 

NONE.  The worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

PHYSICAL ACTIVITIES:

X Stooping   X Kneeling   X Reaching    X Standing    X Walking  X Grasping  X Talking   X Hearing  X Repetitive motion

PHYSICAL REQUIREMENTS:

 X Sedentary work  X Light work  X Visual acuity

APPLICATION PROCESS

To apply, please upload your resume and cover letter along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.

Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed. 

Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.

At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.

We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that every one is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.

COMPENSATION AND BENEFITS

We offer a comprehensive benefits package for qualifying employees. Current benefits include:

• Generous paid time off (for vacation, holidays—including winter break—and sick leave)
• Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
• Comprehensive dental and vision plans
• Annual 9% retirement contribution after one year of service with no match required
• Free mental health appointments
• Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
• Employer-paid life, short-term disability, and long-term disability insurance
• On-campus benefits, including free access to our sports facility and library
• Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)

EQUAL OPPORTUNITY EMPLOYMENT

Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.