Job Details

Administrative Assistant

Lewis & Clark College - Portland, OR, Portland, OR

Job - Education

Close Date: 08/02/2019

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives. For benefit-eligible positions, we offer a competitive benefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply. All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

Job Purpose

This position has significant responsibilities for complex administrative services, including administrative duties for the Office of the Dean of the College requiring accuracy, confidentiality, excellent oral and written communication skills as well as excellent organizational skills. Provides administrative support for the associate deans, the director of Academic Awards and Fellowships, Committee on the Curriculum, Strategic Enrollment Management Group, and Festival of Scholars. Maintains website, updates academic calendar, administers course evaluations, and tracks Academic Integrity tutorial. Also provides reception support.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

What You'll Do

Operational Support
* Independently implement, administer and evaluate day-to-day activities of the Deans office, including maintaining daily schedules/calendars for CAS faculty, staff, and associate deans; scheduling group meetings with rooms and catering (if needed); responding quickly to schedule changes and emergency meetings; opening and distributing mail; serving as a receptionist; and interacting in person, by phone, and by email with faculty, staff, students, and the public in a thoughtful, respectful, and professional manner;
* Act as a key contact for department;
* Collect and analyze data, create reports, and review and explain trends;
* Formulate and evaluate alternative solutions and/or recommendations to achieve goals of the program or function;
* Gather, analyze and interpret, and implement policies and procedures for faculty search and recruiting;
* Lead administrative functions for the department;
* Perform human resources transactional support (e.g. time cards, I-9s, etc.) and/or faculty affairs support;
* Coordinate and monitor routine maintenance service completion; and
* Assist Associate Dean of Faculty Development to plan and execute New Faculty Orientation; provide support for Associate Dean of Faculty Development in the planning of faculty development activities, including annual Chairs Workshop; and assist Associate Dean of Faculty Development with management of the highly confidential faculty tenure and promotion process.

Contract Administration
* In collaboration with Associate Dean for Student Academic Affairs, create all visiting and adjunct faculty contracts, ensuring that all information is correct and that contracts are processed in a timely manner to allow incoming faculty members to prepare for their classes.

Facilitate Communication
* Represent the department within the College. May also represent the department to external constituencies;
* Organize and/or participate in outreach activities that may include communications, events, training and/or conferences;
* Act on behalf of the supervisor, Dean, or chair in regards to establishing priorities and identifying and resolving problems that are administrative in nature;
* Participate in meetings on supervisor's behalf and inform after the fact, if requested;
* Compose and draft documents and correspondence for presentations, conferences, seminars, reports, etc.;
* Serve as a resource regarding policies and procedures; and
* Create, maintain, modify, and/or ensure accuracy of content in various department documents, displays, reports, brochures, social media, websites, etc.

Budget Management
* Administers start-up funds for new faculty, with the exception of science faculty with external grants;
* Assign budget number in collaboration with Business Office;
* Advise faculty members on the proper use of funds and purchase cards;
* Approve transactions in Works or process check requests and travel expense reports as needed;
* Administers faculty research and travel grants;
* Closely track expenses;
* Process payment for reviewers; and
* Works with department administrative assistants to plan external reviewer visits and reimbursement of visit-related expenses.

Faculty Evaluations
* Responsible for preparation and reporting of online faculty teaching evaluations;
* Distribute completed evaluations and statistical reports to individual faculty members, department chairs and program directors, and the Associate Dean of Faculty Development;
* Troubleshoot problems with online evaluations program, communicating with vendor as needed.
* Customize content as needed to accommodate variances for each academic semester;
* Maintain comprehensive records of evaluations; and
* Assist faculty members in accessing their evaluations as needed for salary, developmental, and tenure and promotion reviews.

Must Haves
* Associate degree (A.S, A.A.) or two-year of college coursework or specialized training in the field and five (5) years of related work experience. Additional directly-related job experience may be substituted for a college degree.
* Computer experience on a variety of platforms.
* Relevant subject matter expert;
* Demonstrated ability to prioritize own work and multi-task;
* Demonstrated ability to take initiative and ownership of projects;
* Demonstrated experience working independently and as a part of a team;
* Ability to direct the work of others.

Nice to Haves
* Bachelor's degree
* Higher Education Experience
* Certification as a Blue administrator (platform for teaching evaluations), experience with Max Bulk Mailer

Pay Rate
* $24.89 per hour

Work Schedule
* 37.5 hours per week
* Benefits Eligibility: Yes

Physical Requirements
* The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
* Climbing (stairs), standing, sitting, walking, grasping/gripping, reaching, repetitive hand movements (e.g., typing), seeing talking hearing

The College explicitly acknowledges and affirms its conviction that diversity with respect to race, ethnicity, national origin, socio-economic background, religious orientation or spirituality, physical or sensory disability, gender, and sexual orientation on the Lewis & Clark campus provides an educational benefit for all students that can be realized only if students and education professionals from diverse backgrounds are present in significant numbers within our learning community. In creating and sustaining such a community, we engage, to the extent possible, in practices that will ensure a high degree of diversity on our campus, simultaneously meeting the highest standards of academic excellence of which we are capable.

Reasonable Accommodation

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job or to perform your job. Examples of reasonable accommodation include making a change to the application process or work procedures, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

Background Check

Lewis & Clark College will conduct a background check on the finalist, which will include a criminal record check. If a conviction is discovered, a determination will be made whether the conviction is related to the position for which the individual is applying or would present safety or security risks before an employment decision is made. A criminal conviction does not necessarily automatically bar an applicant from employment.

Eligibility to Work

In order to comply with US Homeland Security Department regulations, all employees must complete an I-9 form in Workday prior to or no later than the first day of work and bring originals (no photocopies) of their supporting documentation to Human Resources no later than the 3rd business day of employment. Failure to have a completed I-9 form on file with the College will result in immediate termination of employment.

Complete details: