Executive Assistant to the Vice President for Student Life & Housing Coordinator

Location: Portland, OR
Date Posted: 04-19-2018
Warner Pacific University’s Mission:  Warner Pacific is a Christ-centered, urban, 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 Life & Housing Coordinator is a full-time, benefit eligible position reporting to the Vice President for Student Life/Dean of Students.  This role serves as a critical member of the Student Life team, supporting the administrative functioning of the division and creating a positive student experience by keeping the wheels spinning and ensuring our students and staff are served well. Excited to work and serve in a diverse, Christ-centered learning environment, the ideal candidate for this position loves a perfect expense report, can stay on top of emails, and is resourceful and self-motivated. Enthusiasm, an eye for details, and a passion for excellence are key to success.
 
Essential Functions:

Executive Assistant to VPSL
  • Oversee projects for Student Life including compiling reports, preparing research, and managing communication with the Student Life 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).
  • Create structure, workflow, and processes.
  • Event planning and coordination, including periodic all-Student Life staff meetings and staff training sessions.
  • Maintain VPSL appointments and calendar, plan and schedule meetings, and be prepared to change plans if needed.
  • Maintain credit card and expense reconciliations for VPSL; Track credit card and expense report deadlines for Student Life as a whole, ensuring deadlines are met and appropriate forms are filed.
  • Track and follow up with Student Life Directors regarding weekly and monthly reports.
  • Assist in compiling events and information for regular student and campus communication. 
Housing and Meal Plan Coordination
  • Oversee the management of residential facilities including the check-in and check-out process, housing selection, damage assessment, etc.
  • Maintain up-to-date and accurate student files for student housing, which include: student contract and lease information, judicial records, maintenance requests, and room inspections.
  • Communicate important housing information and deadlines to residential students.
  • Coordinating with campus services to maintain clean and safe campus housing environment by communicating maintenance issues to the facilities department for resolution.
  • Coordinate with Director of Residence Life on housing related issues.
  • Oversee meal plan management and petitions. 
Student Life Office Management
  • Welcome students, parents, and campus community members into the office. Serve as a resource and customer service representative.
  • Manage Student Life 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 Life staff meetings as needed and 1-2 all-Student Life events each semester.
  • Serve on Student Life committees as assigned. 
General Expectations
  • 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 University Strategic Plan.
  • Participate in Warner Pacific University professional development opportunities.
  • Adhere to University policies and procedures.
  • Demonstrate 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.
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.
  • 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 Life 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, Twitter, Linkedin, YouTube, and Hootsuite), Smartsheet, and the Campus’ Information System (Colleague).
     
 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) 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.
 
Further, to ensure orderly operations and provide the best possible work environment, all Warner Pacific University employees are expected to maintain the highest levels of ethics, professionalism, integrity, and judgment.  Employees must obey all laws governing the workplace and the business of the University, as well as treat others (students, suppliers, and co-workers) with honesty, respect, and personal dignity in all interactions.  Conduct that is malicious, abusive, threatening, dishonest or unlawful is not acceptable.  Employees who feel they are being subjected to conduct of this kind should bring the concern to Human Resources. 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, tobacco products, electronic cigarettes or marijuana is strictly prohibited on Warner Pacific University campuses.
 
Equal Opportunity Employer:
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.
 
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.
 
Benefits:
Warner Pacific University offers a full range of traditional benefits for qualifying employees, including medical/dental insurance, disability, life insurance, paid vacation and sick time, mission leave, tuition remission, and retirement savings.
 
To Apply:
In order to be considered an applicant for this position, please complete our online employment application at www.warnerpacific.edu/jobs.  Click “Apply Now” to complete the online application, and submit the following:
  • Resume
  • Cover letter with names/contact information for three professional references 
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