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Executive Assistant and Senior Faculty Contract Coordinator

Portland, OR
Summary Description: The Executive Assistant and Senior Faculty Contract Coordinator is a full-time, benefit eligible position reporting to the Vice President for Academic Affairs.  This role provides executive-level, administrative support at high levels of confidentiality to the Vice President for Academic Affairs (VPAA) The Executive Assistant serves as the primary contact for all matters related to the Vice President’s schedule and activities, collaborates with others in collegiate administration, manages internal processes, and facilitates internal and external communication, As Senior Faculty Contract Coordinator, the Executive Assistant, in consultation with the deans,  manages full-time faculty contracts, faculty load, and  course assignments.   

Primary Job Duties:
  • Effectively manage the Vice President’s schedule to provide the most strategic and efficient use of VP time, and to ensure the VP is appropriately briefed and in possession of support materials for appointments and occasions.
  • Implement effective processes for faculty contracts
  • Track and monitor applicant transcript and CV submissions to ensure compliance with institutional and accreditation standards.
  • Create and maintain spreadsheet to track information related to teaching faculty contracts, including rank, years of experience, division/department, budget number, load releases/extensions, salary, and amount tied to administration.
  • Dutifully liaise with internal and external stakeholders as appropriate representing the VPAA office
  • Effectively manage the Vice President’s electronic and other correspondence and communication 
  • Accept, screen, and route telephone calls concerning activities and operations of the VPAA and direct inquiries as appropriate.
  • Provide high level support select to University committees as assigned by VPAA Provide support for various activities and calendar events for the VPAA
  • Acquire a thorough working knowledge of University policies and procedures and serve as an information source to faculty, staff, students, and others.
  • Edit and proofread publications/translations as needed and requested, maintaining any requisite institutional copies.
  • Oversee office and filing procedures  
  • Maintain and ensure the strict confidentiality of information and deliberations
  • Provide service excellence through courteous, informed, accessible, and professional engagement, making appropriate referrals and recommendations using independent discretion and judgment.
  • Respond to and resolve routine and specific inquiries from internal and external constituents, keeping the Vice President abreast of salient matters.
  • Track, anticipate, and prepare for upcoming deadlines, events, and agenda items that require action by the Vice President
  • Perform a wide variety of routine and occasional administrative tasks, Provide higher level administrative support
  • Remain competent and current through self-directed professional development
  • Track and monitor transcript and CV submissions to ensure compliance with institutional and accreditation standards.
  • Create and maintain spreadsheet to track information related to teaching faculty contracts, including rank, years of experience, division/department, budget number, load releases/extensions, salary, and amount tied to administration.
  • Build and maintain reports for monitoring faculty load and analyze data to monitor load fulfillment.
  • Create and distribute traditional program adjunct/overload contracts, ensuring prior documentation for fulltime employees filling an adjunct faculty role and teaching faculty members carrying excess overload.
  • Manage the traditional program’s annual Block Scheduling process, including the collection and input of data, creation of reports, coordination with the Registrar for Colleague course creation, and consideration of changes upon budget.
  • Support academic deans as needed to facilitate processes and procedures related to Academic Affairs and dean oversight
  • Perform other duties as assigned.
General Requirements:
  • Is present in the office on a daily basis unless arrangements are made with the employee’s direct supervisor.
  • Contributes to the support and implementation of the Warner Pacific Strategic Plan.
  • Participates in Warner Pacific University professional development opportunities.
  • Adheres to University policies and procedures.
  • Demonstrates a commitment to a Christian liberal arts education by upholding the mission of the University and abiding by the Employment Standards and Lifestyle Agreement.
  • Exhibits commitment to inclusiveness and sensitivity in areas of national origin, ethnicity, culture, gender, and disabilities.
  • Contributes to the overall success of the University by performing other duties and responsibilities as assigned.
Minimum Qualifications:
  • Bachelor’s degree plus three or more years of successful advanced administrative experience in a professional office environment, or equivalent combination of education and experience.
  • Knowledge of and ability to work and communicate effectively and independently in a highly collegial setting with an understanding of and sensitivity to academic culture.
  • Excellent oral, interpersonal, and written communication, including the ability to review and edit complex documents and draft nuanced correspondence, with accuracy in spelling, grammar, punctuation, design, and presentation, in consideration for constituent’s preferred method and level of communication as applicable to the job.
  • Ability to meet deadlines, prioritize multiple tasks, manage projects, and work independently without supervision.
  • Ability to effectively handle confidential and proprietary information.
  • Ability to demonstrate integrity, professionalism, civility, and a high degree of ethics in all job-related actions.
  • Advanced experience using Microsoft Word, Excel, Outlook, and Adobe.
  • Strong planning, organization, and analytical abilities, with high levels of accuracy and attention to detail and the ability to problem solve and develop, implement, and evaluate recommendations or alternative courses of action.
  • Ability to be flexible and supportive and to positively and proactively assimilate change in a constantly changing environment.
  • Commitment to, experience with, and ability to work effectively with people from diverse backgrounds in support of a welcoming and inclusive environment.
Preferred Qualifications:
  • Two years of experience supporting an executive leader as well as two years of clerical and/or administrative experience in higher education, a law office, or a government agency.
  • Master’s degree
  • Experience using various academic software and databases  .
  • Strong skills in research, analyzing, and writing complex reports.
  • Experience directing, supervising, and/or training others.
  • Collegiality, agility, willingness to learn and embrace change.
  • Experience successfully working with and for diverse and minority colleagues
  • Oral and written proficiency in Spanish or success in multicultural work environments. 
Physical Demands – Work Environment: 
The position is located in a typical office environment.  Professional/business casual attire is required.

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.

Warner Pacific University Mission: Warner Pacific is a Christ-centered, urban, diverse, minority-serving, Hispanic-serving, liberal arts University dedicated to providing students 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 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.

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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