George Fox University - Staff and Administrator

Administrative Assistant III College of Engineering Jobs at George Fox University - Staff and Administrator

Administrative Assistant III College of Engineering Jobs at George Fox University - Staff and Administrator

Sample Administrative Assistant III College of Engineering Job Description

Administrative Assistant III - College of Engineering

George Fox University announces a .8 FTE staff position (administrative assistant III) in the College of Engineering. The position is a support staff person located in Newberg, Oregon. The selected candidate will report to the Chair of the Electrical Engineering & Computer Sciences Department, and to the Chair of the Mechanical, Civil and Biomedical Engineering Department. 40 hours per week August 15-June 14 annually.

Essential Functions:

  • Departmental hospitality. Interfacing with faculty, students, parents, and other visitors such as industry representatives.
  • General office management.
  • Purchasing office supplies, classroom supplies & managing petty cash for the departments.
  • Purchasing responsibility for student/team projects as well as course materials and faculty lab equipment and supplies.
  • Maintaining accurate and up to date Google Sheets for purchasing.
  • Reconciliation of credit card reports.
  • Analyzing Senior Design purchasing activity and providing end-of-year summaries for invoicing sponsors.
  • Coordinating departmental faculty budget requests
  • Setting up the budget tracking system for the academic year: set up and maintenance of Project log, Master Purchase log, Dashboards
  • Maintain engineering and computer science majors list, by graduation year.
  • Assist accreditation coordinator with ABET documentation and projects, including assessment data collection and Excel graphing with departmental data.
  • Manage student employee budgeting and reporting.
  • Serve as a recording secretary for assigned departmental meetings. Ensure that all participants have a meeting agenda and remind attendees of meeting schedules. Attend meetings, take, transcribe and distribute minutes.
  • Maintain departmental Google calendars.
  • Arrange meetings (both f2f and virtual) by reserving meeting space, arranging food service and working with the Facilities for room set-up.
  • Utilize office and web-based software to facilitate communications with students, staff, and faculty.
  • Responsible for assisting with student recruitment activities, admissions events (Bruin Preview/Friday at Fox), scholarship competitions, internships and full time job placement; including collecting data and coordinating student internship informational meetings. Evaluating and verifying program applicant qualifications, creating, tracking and reporting on electronic surveys and applications.
  • Provide administrative support for departmental faculty.
  • Coordination & supervision of student employees, including advertising, processing offer/new hire paperwork, monthly time sheets, documentation of hours and workers for faculty, and tracking earnings; supervise student employees, including delegating, coaching, and providing performance feedback.
  • Event assistance; assist with events throughout the year including fall and spring expos and senior banquets.
  • Managing and communicating faculty schedules.
  • Additional associated clerical duties, mail, shipping and receiving packages, telephone, room and vehicle reservations, scanning, copying, faxing.
  • Communicate effectively and courteously with others, including employees, students and the public, in a spirit of teamwork, respect and customer service.
  • Set up faculty course evaluations.
  • By actions, words and lifestyle, be a Christian role model to students, whether through casual contact or in a formal advisory role.

Minimum Requirements/Qualifications:

  • Strong book-keeping skills for purchasing and tracking budgets
  • Strong interpersonal and communication skills.
  • Strong attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
  • 2 years of professional administrative support experience required; 2 years of college preferred
  • High level of initiative and ability to work independently as well as enthusiastic about working in a collaborative environment with students.
  • Strong analytical and problem solving skills.
  • Exceptional planning and organizational skills
  • Superior oral and written communication skills and outstanding service orientation.
  • Demonstrated computer proficiency: including Google platform, Microsoft Office Suite (word processing and Excel), email, internet, database, web, etc.
  • Proven track record of discretion and integrity in maintaining confidentiality
  • Evangelical Christian commitment and lifestyle consistent with the university's mission as described on our website.
  • Candidates should value an environment that reflects the diversity of God's kingdom, engages in global concerns, and connects culturally

As a Christ-centered community, George Fox University is an institution that values diversity as an essential dimension of God's design for human communities. In seeking to become a more inclusive community, we especially encourage applications from individuals who can help us achieve our diversity goals.

For Your Personal Well-Being, We Offer:

  • A beautiful and peaceful campus environment with areas to walk and coffee shops and restaurants close by
  • A strong Christian vision and mission-led organization with opportunities for your growth and contributions
  • Wonderful Christian peers and a vibrant student population
  • Free Fitness Center membership
  • Free parking
  • Rich employee benefits

We invite you to Be Known at Oregon's Nationally Recognized Christian University!

George Fox has been transforming student lives for over 125 years.

Each day we look to broaden our future for generations to come.

We have alumni from 52 countries and all 50 states.

We invite you to become a steward of our dreams using your God-given gifts.

Our Purpose: To educate and inspire students to pursue God's calling.

**This position is subject to close at any time, regardless of the date on the posting.


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