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Athletics Administrative Assistant

Portland, OR

Summary Description: The Athletics Administrative Assistant is a part-time (19 hours per week) staff position reporting to the Director of Athletics. This position is responsible for managing athletic administrative office functions and offering coach and staff support including: greeting guests, answering calls, departmental communications and reporting, and managing mail distribution.  The Athletics Administrative Assistant works closely with all athletic staff to ensure strong service to students and excellent intra-office communication and is responsible to provide clerical support and data processing for the Athletics Department, WPU, Cascade Collegiate Conference, and NAIA operations.

Primary Job Duties:
  • Works closely with the AD in organization, calendaring, financial and budgetary functions.
  • Works closely with the AD in employee needs including scheduling and filing of reports, reviews, communications, and evaluations.
  • Communicates with athletic schools and conferences, vendors, venue sites, contest agreements, rental customers, WP departments, alumni, and donors.
  • Communicates closely with Student Success and Engagement, Advancement, and Marketing to align strategic goals.
  • Provides regular reports with Admissions and Financial Aid.
  • Greet visitors to the athletic offices in a friendly manner and ensure their prompt connection to the appropriate personnel.
  • Answer questions for staff and help trouble-shoot as necessary. 
  • Promptly open and distribute mail.
  • Assist service personnel (package delivery, vending machine managers, facility maintenance, etc.) as necessary.
  • Keep key personnel informed of maintenance needs/facility issues/demands/transportations and lodging requirements.
  • Maintain the reception area to ensure that it is well-stocked with promotional materials and is attractive and inviting.
  • Provide timely and accurate processing of a variety of needs paperwork.
  • Process submission and filing of invoices, contracts, timesheets and other clerical needs.
  • Answer calls and answering student questions and/or routing to other personnel as appropriate.
  • Manage voice mails left at the main number, ensuring prompt return calls.
  • Exercise creative and critical thinking.
  • Support athletic staff and coaches as able, including problem-solving issues related to facility, technology, etc.
  • Be present at areas as assigned, unless arrangements are made with the employee’s direct supervisor.
  • Contribute to the support and implementation of 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. Warner Pacific is affiliated with the Church of God (Anderson, Indiana).
  • Exhibit commitment to inclusiveness and sensitivity in areas of national origin, ethnicity, culture, gender, and disabilities.
  • Perform other duties as assigned.
Minimum Qualifications:
  • High school diploma or GED, bachelor’s degree is strongly preferred.
  • Experience working in a professional setting.
  • Experience working with diverse populations.
  • Committed to the transformational value of higher education.
  • Ability to promote the values of higher education in interactions with students.
  • Possess a high degree of empathy and customer service experience.
  • Team player with interpersonal strengths.
  • Deep desire to help others.
  • Ability to communicate effectively in oral and written communication.
  • Ability to work effectively and meet deadlines in a varied-paced or fast-paced environment.
  • Demonstrated ability to manage time and priorities.
  • Ability to handle interruptions.
  • Ability to remain optimistic and enthusiastic in a professional environment.

Preferred Qualifications:
  • Fluent in Spanish language, both conversational and written.
  • Experience working with adult learners.
  • Experienced in conflict management skills.

Physical Demands – Work Environment: 
The position is located in a typical office environment.  Professional/business casual attire is required.

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 an Equal Opportunity Employer that seeks a diverse workforce of committed Christians from all racial, ethnic, and socio-economic backgrounds. 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.

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). 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 Holy Bible. 

Employee Agreement:
Mission-based hiring is of critical importance to Warner Pacific University. 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.
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.

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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