Administrative Assistant - MFA in Writing
Job Details
Portland-MFA - , OR
Full Time
Day
Admin - Clerical

GENERAL DESCRIPTION OF POSITION:

Responsible for coordinating the administrative activities and performing the clerical duties for the MFA in Writing program. Position is full time and requires some travel.

 

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

 

The administrative assistant performs essential office management and program tasks, including the following:

 

Office and Program Management

 

  • Regularly process mail.
  • Prepare and mail correspondence and application packets.
  • Maintain student records in the office FileMaker database.
  • Maintain confidential faculty and student files. Log in and track receipt of materials from faculty and students: proposals, course descriptions, evaluations, assessments, petitions.
  • Perform bookkeeping: prepare student billing sheets and faculty pay sheets for the Business Office and Financial Aid Office; handle payments for student housing, meals, supplies, advertising, etc. Monitor and reconcile MFA budget.
  • Prepare student lists for the Registrar.
  • Create and maintain office systems and independently initiate efforts to research and change policies and procedures to assure efficiency and integrity of the program systems.
  • Communicate with students and faculty about program events and policies.
  • Plan and coordinate logistical aspects of the twice-yearly residencies, including arranging and coordinating travel for faculty and students (flight reservations, reserving buses and contract drivers), reserving and assigning rooms for residency participants (housing and classroom spaces), coordinating the residency’s meal plans (with campus dining services and/or hotel), and reconciling invoices from vendors and Pacific's Conference Services and authorize payments. 
  • Retrieve data from the computer systems.
  • Maintain program files and documents on the University server.
  • Answer multi-line phone.
  • Process letter merges on office computer system.
  • Run regular reports for the Director, Dean and Academic Board.
  • Drive to the airport to pick up authors and to the store to pick up residency supplies. Transport students via campus vans during residencies.
  • Hire, train and supervise work-study students to carry out tasks as designated by Director and Assistant Director.
  • Order supplies/materials at the request of the Director.
  • Keep a calendar of deadlines for student/faculty due dates, ad copy, facilities etc.
  • Arrange for duplication of program materials.
  • Maintain MFA Moodle site.
  • Help students resolve Moodle and/or computer problems.
  • Plan and organize the graduation ceremony, including ordering caps and gowns for graduates, gray gowns, and faculty and arranging to have the gowns cleaned and pressed as needed.
  • Assist the Director with faculty contracts and pay sheets.

 

SECONDARY FUNCTIONS:

 

Perform other related duties as assigned.

 

JOB SCOPE:

 

The job operates within established parameters. 

 

SUPERVISOR RESPONSIBILITY:

 

The position recruits, schedules and manages Work-study students and project employees.

 

Fully committed to maintaining a culturally and academically diverse staff, faculty, and student body, Pacific University is an Equal Opportunity Employer interested in receiving applications from individuals who can contribute to the human diversity of the community. The MFA program and Pacific University are encouraging candidates from under-represented groups to apply.

EDUCATION AND/OR EXPERIENCE:

 

A minimum of 3 years work experience or combination of education and work experience, preferably in education.

 

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:

 

  1. Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
  2. Builds on basic learning and carries it from one situation to another.
  3. Demonstrates critical thinking skills in problem solving and decision-making.
  4. Asks questions and seeks assistance.
  5. Takes responsibility to eliminate the source of problems.
  6. Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.
  7. Maintains proper appearance and personal conduct for the employee’s particular job.
  8. Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.
  9. Demonstrates ability to work in a team environment.
  • Excellent database skills, including experience with FileMaker Pro.
  • Excellent typing, bookkeeping and budget management skills. Must be able to type from written notes and drafts
  • Excellent knowledge of current business, secretarial, and office management practices and procedures. Ability to draft correspondence.
  • Computer experience with Macintosh and PC systems and software (word processing, database, spreadsheet)
  • Excellent organizational skills and demonstrated ability to work independently and without supervision with a high degree of confidentiality.
  • Demonstrated ability to establish and maintain pleasant, efficient and effective working relationships with students, faculty, staff and the general public.

 

WORKING CONDITIONS:

Normal office environment and hours during the semester. During residencies, this position may require travel to the coast and/or work on the weekends.

 

PHYSICAL ACTIVITIES:

__Climbing  __Balancing  _X_Stooping  _X_Kneeling  __Crouching  __Crawling  _X_Reaching  _X_Standing

_X_Walking  _X_Pushing  _X_Pulling  _X_Lifting _X_Fingering  _X_Grasping  __Feeling  _X_Talking  _X_Hearing _X_Repetitive motion

 

PHYSICAL REQUIREMENTS:

_X_Sedentary work  _X_Light work  _X_Medium work  __Heavy work  __Very Heavy work   _X_Visual acuity

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