Job Details

Administrative Specialist

Lewis & Clark College, Portland, OR

Job - Education

Close Date: 12/21/2018

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 provides comprehensive administrative support and event management for the Center for Community Engagement (CCE). Primary responsibilities are planning and coordination of logistical needs for on and off-campus continuing education classes and events, registration processing and related communication, office management, reconciliation and tracking of student and financial data, and support for special projects related to office operations and event/class initiatives. The administrative specialist will work with significant independence as well as collaboratively with the CCE team and other Lewis & Clark staff, faculty, and community partners.

The CCE is a fast-paced, high-volume, service-oriented department at the graduate school. The CCE collaborates with faculty, professional organizations, educational institutions, community groups, and more to offer equity-driven continuing education programming and other professional development opportunities in the greater Portland area and beyond. The CCE is committed to enhancing the effectiveness of education and mental health professionals as agents of social change.

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

Event Management

Set-up and logistical needs: prepares, distributes and processes course approval and other administrative forms, creates and maintains database records, secures room reservations, arranges for facility set-up and AV/equipment needs, places catering orders, prepares evaluations and course/workshop materials, arranges for student/participant or instructor accessibility needs.

Monitors and processes registrations (electronic and manual), communicates with participants/students, tracks and directs processing of payments, creates rosters and other event related reports, coordinates 3rd party tuition payments.

Maintains up to date student data for Endorsement, Certificate other cohort-based programs.

In relation to these duties, advises on best practices while gathering requirements from and facilitating communication between instructors and department colleagues across campus.

Hosts classes/events as needed.

Office Management

Maintains CCE master calendar, primary contact for incoming communication (phone, fax, email, in person), drafts administrative/business procedures, responsible for the organization and maintenance of CCE databases and files (electronic and paper), maintains a tidy, welcoming and organized office environment, and in collaboration with director, delegates tasks as needed to ensure efficient operation.

Supports director with program and event budget preparation and updates. Reconciles monthly disbursements from Blackbaud Merchant Services by comparing database records, BBMS and Infonet reports.

Supports Director on special projects related to office operations and event/class initiatives.

Supervises student workers including recruiting, scheduling, training, assigning tasks.

Ability to honor and work with all identities and individuals, particularly those who are underrepresented in the country and/or at Lewis & Clark College.

Must Haves

Associates degree or two years of full-time college coursework and 3-4 years of related experience. High school diploma and additional related job experience may be substituted for a college degree.

2-4 years’ experience working in office administration with moderate to significant independence in a high volume environment.

2-4 years’ experience working with financial data, accounting or bookkeeping.

2-4 years’ experience working in a service-oriented environment.

2 years’ experience working in event coordination/management.

Ability to independently plan and prioritize complex tasks with overlapping deadlines, frequent interruptions and changing priorities.

Ability to perform detailed work with a high degree of accuracy, often in situations requiring thoughtful analysis to determine appropriate and effective actions to take.

Intermediate to advanced proficiency with Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with database systems.

Excellent written and oral communication, interpersonal and diplomacy skills. Ability to interact knowledgeably, clearly, and appropriately with the public and colleagues.

Ability to initiate and maintain cooperative relationships with students, faculty, staff, visitors, and colleagues in service areas across campus.

Ability to maintain confidentiality. This position deals with confidential and sensitive information.

Ability to meet timelines, deliverables, critically think, and exercise independent judgment while recognizing when additional input is needed to make a decision.

Effective leadership and time-management skills.

Available to work a flexible schedule that includes occasional early morning, evening and weekend hours.

Ability to carry out responsibilities in alignment with the social justice mission of the graduate school.

Nice to Haves

Bachelor’s Degree.

3-4 years of event coordination/management experience.

Experience in higher education.

Experience with Raiser’s Edge, Colleague and Livewhale.

Work Schedule
Up to 37.5 hours per week
Benefits Eligible: Yes

Pay Rate
$22.73 per hour

Physical Requirements
The job works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions
Bending, kneeling/squatting, twisting, sitting, walking, grasping/gripping, pinching/squeezing, reaching, pushing/pulling. 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: https://lewisandclark.wd5.myworkdayjobs.com/staff/job/Graduate-Campus/Administrative-Specialist_R-000217