Services Coordinator, Student Affairs

Job DetailsJob LocationForest Grove Campus - Forest Grove, ORDescriptionPacific University achieves excellence and distinction by investing in exceptional people to think, care, create, and pursue justice in our world. We embrace discovery in a close nurturing environment that leads to genuine transformation. Our community is diverse, sustainable, and dedicated to discovery and excellence in teaching, scholarship and practice. At Pacific University we thrive in an extraordinary environment, surrounded by the beauty of the great Pacific Northwest, with campus locations in Forest Grove, Hillsboro, and Eugene. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, acquire and share knowledge.GENERAL DESCRIPTION OF POSITION:The Student Affairs Services Coordinator position is responsible for helping support administrative and service needs for Student Affairs, including managing the Clark Hall office, providing excellent customer service to students, faculty, staff, families, and visitors, and assisting the Deans of Students with ongoing projects. The position exists to manage Student Affairs administrative support to staff, manage administrative processes to ensure efficient and effective operations, oversee regular budget management, and act as backup support to the executive assistant to the vice president. The person in this role will have a strong customer service orientation, excellent communication and interpersonal skills, and the ability to work independently and collaboratively.ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:Manages the operation of the Student Affairs Office in Clark Hall, serving as the face of Student Affairs and a hub for information and services for students, faculty, staff, families, and visitors. Ensure all visitors feel included and supported by providing superior customer service and a warm, inclusive environment for all the Pacific communityAct as the face of the office with students and families, assessing needs, providing information or direct intervention, or providing referral to campus' services and offices.Hire and supervise approximately 5-12 student workers for desk, customer support, and projects; Responsible for the recruitment, hiring, training, handling payroll-related issues, and monitoring of the quality of their work on a daily basis.Work under direction of the Deans of Students and other campus partners to ensure that front desk student workers have the information necessary to answer questions and serve the University community.Oversee campus parking applications, supervise students who help maintain requests, update the database, and issue permits. Coordinate with Campus Public Safety and Campus Living as needed.Manage multiple budgets for Student Affairs, assisting Deans and Directors with coordinating purchases, processing invoices and paperwork, reconciling purchasing cards, and monitoring work study budgets.Manage Clark Hall office spaces, including supplies and equipment, general space upkeep, work requests, and serving as safety manager for the hall. Assist with office assignments and preparation for office transitions upon the hiring of new employees. Serve as a support resource for staff.Analyze internal processes, recommend, and implement procedural policy changes to improve operations, under the guidance of the Deans of Students and the Vice President for Student Affairs.Coordinate and use professional discretion on responses to queries to the Student Affairs and Dean of Students general email account and calls of concern that come into the office and ensure all responses are done in a timely manner.Demonstrate knowledge and understanding of equity, diversity, and inclusion in all areas of their work and make decisions through an equity lens.Assist the Student Conduct staff with support of the student conduct processes, including scheduling meetings and performing record checks for current and former students.Provide support to Campus Living staff and processes under direction of the Associate Director of Campus Living, including performing rental reference checks.Assist the Executive Assistant to the Vice President for Student Affairs and Enrollment Management with strategic planning, administrative organization, and budget planning.Responsible for the routine administrative support of Student Affairs as well as taking independent projects as assigned.Manage Student Affairs Senior Awards nominations and procedures annually.Coordinate logistics of student affairs on-call system.Arrange hiring process logistics for positions within Student Affairs.Help arrange and provide support for meetings, orientations, team building, retreats and other special projects and events including ordering catering, preparing documents, and reserving rooms.Stay current with best practices and technology relevant to the workSECONDARY FUNCTIONS: Serve on university and divisional committees, task forces, and hiring committees, as directed by supervisor.Support university conferences and events as instructed.Provide back-up to Student Affairs colleagues as needed.Actively seek out and identify innovative ways to improve the student experience and student success.Assist with the development, review, and editing of handbooks, policies, letter templates, brochures, posters, webpages, and other written materials, as needed.Listen for, respond empathetically, and initiate referral and documentation for follow-up on occasions when students present with high distress or with other concerns that impede their success as students.Perform other related duties as assigned.JOB SCOPE:Performs much of the position duties under direction of the Associate Director of Student Conduct and the Dean of Student Development and Campus Living, operating from established practices and policies. Decisions are made within general University policy constraints but require some autonomous decision-making. Decisions of significant consequence are made in consultation with supervisor. Position assists with financial processes, manages detailed records, and performs daily customer service tasks.SUPERVISOR RESPONSIBILITY:Supervisory responsibility for student staff.QualificationsEDUCATION AND/OR EXPERIENCE:Bachelor's degree in a related field preferred.2+ years of administrative experience in a higher education setting preferred.REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:Communicates with students, faculty, staff and the public appropriate to the age of the individual served.Builds on basic learning and carries it from one situation to another.Demonstrates critical thinking skills in problem solving and decision-making.Asks questions and seeks assistance.Takes responsibility to eliminate the source of problems.Demonstrates confidentiality regarding information pertaining to all students, faculty and staff.Maintains proper appearance and personal conduct for the employee's particular job.Uses effective communication skills taking into consideration body language, filters, listening, paraphrasing, and questions with customers of diverse ethnic and cultural backgrounds.Demonstrates ability to work in a team environment.SkillsStrong customer service orientation with excellent communication and interpersonal skillsAbility to work independently with a high degree of autonomy and take initiative.Proficiency with Excel and Google Sheets, including advanced skills:Formulas and Functions: Demonstrated ability to use formulas and functions for tasks such as budgeting, data analysis, and reporting.Data Management: Experience in organizing, managing, and interpreting complex data sets.Charts and Graphs: Ability to create and interpret charts and graphs to visually represent data trends and insights.Skilled at writing in a clear and concise manner with few errorsExcellent organizational skills and attention to detailAbility to multitask and prioritize in a fast-paced environmentAdept at managing confidential informationProficiency with Google Workspace, Microsoft Office suite, and other related software applicationsPreferred: knowledge of and skills with a relational database, such as Ellucian's ColleagueExperience supervising student workers preferredAbility to work collaboratively with others and foster a positive and inclusive work environmentWORKING CONDITIONS: Most work occurs in an office environment. Required to work some evenings and weekends.Some amount of stooping, kneeling, bending, crouching, lifting, walking, climbing stairs, carrying and other movements may be required. Working at a computer keyboard involving extensive wrist and hand movements. All individuals are required to be able to perform these movements without a significant risk of injury to themselves or others, or to otherwise demonstrate or explain how they can perform the essential functions listed above. All employees are required to submit to background checks.PHYSICAL ACTIVITIES:Climbing Balancing _x_Stooping _x_Kneeling _x_Crouching Crawling _x_Reaching _X_Standing _x_Walking _x_Pushing _x_Pulling _x_Lifting _X_Fingering _x_Grasping Feeling _X_Talking _X_Hearing _x_Repetitive motionPHYSICAL REQUIREMENTS :Sedentary work _x_Light work Medium work Heavy work Very Heavy work Visual acuityAt Pacific University we are dedicated to providing experiences that are authentic, holistic, equity minded, and responsive. We continue to develop our equity practices with a particular focus on racial equity.For qualifying employees, our benefits include generous paid time off for vacation, holidays (including winter break) and sick leave. We offer medical coverage with alternative care (in-network services covered at 100% after payroll deduction), comprehensive dental, vision plans, 9% contribution to retirement after one year of service with no match required, free mental health appointments, and tuition remission for employees and their dependents. We cover employer paid life, short term disability, and long term disability insurance. On campus benefits include free access to our sports facility and library, with discounts on campus food, bookstore purchases, clinic services, and gear rentals through our outdoor program (kayaks, snow shoes, bikes and more).Candidates from diverse backgrounds are encouraged to apply. Studies have shown that candidates that are female and/or BIPOC are less likely to apply for jobs unless they meet all of the qualifications they find in the job description. We are seeking the best candidate for the job, and that candidate may be a person who comes from a less traditional background. We encourage you to apply even if you don't meet every minimum qualification described or are unsure if your experience could be considered related experience.NOTICE OF NONDISCRIMINATION POLICYIt is the policy of Pacific University not to discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex or gender, gender identity and/or expression, sexual orientation, military, veteran or Vietnam Era status, or any other protected classification recognized by applicable law, in admission, access to, or treatment in employment, educational programs or activities as required by Title IX of the Education Amendments of 1972, section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, the Age Discrimination Act, the Americans with Disabilities Act of 1990, or any other applicable state or federal law, or city ordinance. Questions or complaints may be directed to the Vice President for Academic Affairs, 2043 College Way, Forest Grove, OR 97116, ****** materials will be screened and interview candidates will be selected and notified by telephone. The hiring process normally consists of several interviews and can last several weeks depending on the position. All applicants will be notified once the position is filled. Employment is contingent upon eligibility to work in the United States.