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Executive Assistant to Vice President for Student Success and Engagement

Portland, OR
Warner Pacific University’s Mission:  Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students from diverse backgrounds with an education that prepares them to engage actively in a constantly changing world. Our hiring practices reflect our missional commitment to being a Christ-centered institution.
Warner Pacific University’s Commitment to Diversity: Warner Pacific University is committed to hiring staff and faculty with an intentionality that demonstrates the importance of having an employee community that reflects the racial and ethnic diversity of the students we serve. Persons of color are strongly encouraged to apply.

Summary Description:
The Executive Assistant to the Vice President for Student Success and Engagement (VPSSE) is a full-time, benefit eligible position reporting to the Vice President for Student Success and Engagement.  This role serves as a critical member of the Student Success and Engagement Team. The Executive Assistant supports the VPSSE in operational and administrative details and performs administrative functions that require a thorough knowledge of division’s policies, procedures and operations.  The Executive Assistant to the VPSSE has contact with administrators, students, and parents. The Executive Assistant to the VPSSE exercises initiative and independent judgment in managing the VPSSE’s schedule and the office’s daily activities. The Executive Assistant uses discretion and appropriate levels of confidentiality in dissemination of information to faculty, students, staff and various publics served by the University and assists with the coordination of activities within the Student Success and Engagement division. The position provides hospitality to visitors, and reflects the University, its mission and values. 

Employment and Lifestyle Standards: 
Warner Pacific is a Christ-centered urban liberal arts University dedicated to providing students from diverse backgrounds an education that prepares them to engage actively in a constantly changing world. The University was founded in 1937 by the Church of God (Anderson, Indiana) and maintains a covenant relationship with that body. Central to Warner Pacific’s identity as a Christ-centered higher education institution is the policy of hiring persons whose personal and professional lives reflect:
1.   A belief in the deity of and commitment to Jesus Christ and the Christian faith, as interpreted through the historic witness of Scripture and the continuing ministry of the Holy Spirit.
2.  The practice of following Christ through day-to-day personal lifestyle choices.
3.  A vitality of Christian experience maturing in insight and application and appreciative of differing viewpoints.
4.  A commitment to life-long learning and service through personal and professional development.
5.  For teaching faculty, the expression of artful teaching, based on mastery of relevant subject matter and in an environment of purposeful and rigorous inquiry amongst a community of scholars who support one another.
6. A capability, by temperament, preparation, and will, to support students as they confront the intellectual, social, physical, emotional, and spiritual challenges of their lives.
7.   A sensitivity to and support for the mission, core themes, vision, values, ethos and traditions of the Warner Pacific University community.
8. A commitment to teaching and serving in harmony with the doctrines of the Bible as understood and generally held by the Church of God Reformation Movement.
Employee Agreement:
Mission-based hiring is of critical importance to Warner Pacific University. From its inception, the Church of God has resisted condensing the Scriptures into a formal creed, instead emphasizing salvation as the entrance into the body of Christ; unity in diversity; and a call to holy living as God’s people representing Christ in the world. Warner Pacific, rather than requiring subscription to an institutional doctrinal statement, asks each employee to affirm a personal faith in Jesus Christ by providing a statement articulating the ways in which faith informs the employee’s understanding of his or her vocation at Warner Pacific. Employees are expected to demonstrate and articulate a vital Christian faith and to live in a manner consistent with a Christ-centered lifestyle as informed by the Scriptures of the New Testament.
Warner Pacific’s students, faculty and staff are expected to foster an environment of mutual respect and accountability, to care for the personal dignity of others and to exercise integrity in their conduct and communication. The University environment is expected to be free from discrimination and harassment (including bullying). When an individual’s behavior has direct implications for others and/or the well-being of the University community, there may be cause for institutional involvement, regardless of where the situation occurs.
Warner Pacific University desires to provide a safe and healthy environment for staff, faculty, students, visitors and guests. Therefore, smoking is not permitted on University property, in its vehicles, or at any University sponsored event. The use of illegal drugs or non-prescribed controlled substances is strictly prohibited. Use of alcoholic beverages or tobacco products is strictly prohibited on Warner Pacific University campuses.
Commitment to Diversity: 
Warner Pacific University is committed to building a culturally diverse faculty and a multicultural learning environment. Inquiries are encouraged from candidates who will enrich and contribute to the cultural and ethnic diversity of our University. Warner Pacific University is an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds.
Equal Employment Opportunity
Warner Pacific provides equal opportunity for employment and advancement for all employees and applicants regardless of race, color, sex, gender, national origin, citizenship status, disability, age, genetic information, status with regard to public assistance, veteran status and any other status protected by laws and regulations to which Warner Pacific is subject.  All employment decisions, including hiring, promotions, compensation, benefits, transfers, and terminations are made in a manner that does not discriminate against individuals in the categories discussed above.  Because Warner Pacific is a Christian liberal arts University, the University exercises its legal right to hire Christian employees to fulfill its mission and purpose.

Primary Job Duties:
  • Coordinates the flow of incoming communications and outgoing communications by receiving, routing, and/or responding to incoming communications and determining the appropriate office, department, or organization for outgoing communication.
  • Assists the Vice President for Student Success and Engagement in oversight functions by prioritizing the reviewing, monitoring, approving of University personnel action forms and other correspondence and documents prepared by the VPSSE.
  • Oversee projects for SSE including compiling reports, preparing research, and managing communication with the team (which includes areas such as Multicultural Programs, Student Leadership, Student Activities, Academic Success, Disabilities Resource Center, Athletics, Counseling Center, Campus Ministries, Career Services, Residence Life, and Service Learning, etc.).
  • Create structure, workflow, and processes.
  • Event planning and coordination, including periodic all-Student Success and Engagement staff meetings and staff training sessions.
  • Maintain VPSSE appointments and calendar, plan and schedule meetings, and be prepared to change plans if needed.
  • Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting information in useable and understandable formats.
  • Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy, and proofreading of publications.
  • Assists with the development and management of the budgets under control of the Student Success and Engagement division by maintaining budget records, maintain credit card and expense reconciliations for VPSSE; Track credit card and expense report deadlines for Student Success and Engagement as a whole, ensuring deadlines are met and appropriate forms are filed.
  • Performs record management of complex records by overseeing the filing system, creating files and records as necessary using judgment and knowledge of office requirements, updating files and records, determining retention and purging schedules, and retrieving files and documents as needed. Ensure that organizational and official documents are maintained in the electronic institutional file.
  • Track and follow up with Student Success and Engagement Directors regarding weekly and monthly reports.
  • Assist in compiling events and information for regular student and campus communication.
  • Welcome students, parents, and campus community members into the office. Serve as a resource and customer service representative.
  • Manage Student Success and Engagement conference room and office supplies.
  • Assist in student conduct record keeping.
  • Support Director of Athletics in time sheet management for coaches.
  • Serve as a walk-in resource to students scheduling counseling appointments.
  • Participate in and contribute to regular Student Success and Engagement staff meetings as needed and Student Success and Engagement events each semester.
  • Serve on Student Success and Engagement committees as assigned.
  • Contribute to the support and implementation of the University Strategic Plan.
  • Will be available to work some evening and weekend hours
  • Be present in the office on a daily basis unless arrangements are made with the employee’s direct supervisor.
  • Contribute to the support and implementation of the Student Success and Engagement and the University Strategic Plan.
  • Participate in Warner Pacific University professional development opportunities.
  • Adhere to University policies and procedures.
  • Demonstrate a commitment to a Christian liberal arts education by upholding the mission of the University and abiding by the Employment Standards and Lifestyle Agreement.
  • Exhibit commitment to inclusiveness and sensitivity in areas of national origin, ethnicity, culture, gender, and disabilities.
  • Perform other duties as assigned.
Minimum Qualifications:
  • Bachelor degree preferred.
  • Experience working with diverse populations.
  • Ability to manage confidential information.
  • At least three to five years of increasingly responsible administrative assistant experience is required which must include extensive knowledge of general office procedures and practices.
  • Excellent verbal, written, and communication skills are required; i.e., the ability to communicate effectively verbally and through written correspondence as well as in communicating with individuals in one-on-one situations. A precise command of grammar, punctuation, spelling and correct usage of the English language is required. 
  • Must be adept at consistently multitasking while accurately attending to detail.
  • Computer literacy is required and includes keyboarding ability and proficiency with word processing, spreadsheets, and presentation software.
  • Excellent organizational skills are required.
  • Must be able to work independently, use initiative, and make substantive decisions quickly.
  • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
 Preferred Qualifications:
  • Experience as an Executive Assistant, Project Manager, or in an administrative support role.
  • Demonstrated sensitivity and experience in responding to student crises.
  • Ability to manage deadlines and multiple priorities with no errors.
  • Proficiency in Spanish
  • Experience working in higher education
  • Experience with professional customer service and support for internal and external groups (the ability to relate to and serve students, staff, faculty, parents, and community members as a representative of Student Success and engagement and the University).
  • Ability and desire to be a self-starter. Able to find answers to questions and propose solutions to problems as they arise.
  • Tech Savvy - Demonstrated experience with Microsoft Office Suite and the willingness and ability to learn additional tech-related tools such as Dropbox, Basecamp, CRM software, social media tools (such as Facebook, Instagram, Linkedin, YouTube, and Hootsuite), Smartsheet, and the Campus’ Information System (Colleague).
Physical Demands – Work Environment:  (Supervisors – adjust the requirements accordingly.)
The position is located in a typical office environment.  Professional/business casual attire is required.

In order to be considered an applicant for this position, please complete our online employment application at https://warnerpacific.catsone.com/careers/1611-General Click “Apply Now” to complete the online application, and submit the following:
Application, Cover Letter and Resume
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