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Administrative Assistant- Provost

Administrative/Clerical Jobs
Pacific Lutheran University

Job Summary

Full Time
Posted on
August 23, 2019
Pacific Lutheran University
Tacoma, Washington
Years of Experiences
Career Level
Education Level
$15.00 to $16.58 USD Per Hour

About Pacific Lutheran University

Located on a 156-acre woodland campus, six miles south of Tacoma, in suburban Parkland, Washington, PLU is a private university dedicated to doing things differently since 1890. More than 800 employees at PLU hold positions as faculty members, administrators, academic and administrative staff, including trades and support services. With a tradition of rigorous liberal arts and professional programs, we are committed to developing ethical and educated individuals who are prepared for a lifetime of success—both in their careers and in service to others. The faculty, staff, and administrators of PLU are similarly devoted to service. Working on a university campus requires a commitment to caring for our students, colleagues, campus, and community. Whether staff are preparing meals in the dining hall, processing payments in the Business Office, maintaining our trees and grounds, or teaching a class, all positions are critical to the success of PLU, our students, and staff.

Contact name
Human Resources

Job description

Work Schedule:
FT; Monday-Friday, 8:00am-5:00pm.

General Description:
The Administrative Assistant provides daily office support for the Office of the Provost and supports the Associate Provost for Undergraduate Programs and the Senior Assistant to the Provost by performing and coordinating a wide array of administrative and general office duties. Reports to the Senior Assistant to the Provost.

Essential Functions and Responsibilities:

  • Serve as first point of contact for the Office of the Provost and represent the department with a high level of hospitality and professionalism.

  • Answer the telephone and route calls, sort mail, and process invoices. Respond to inquiries in accordance with established policies and procedures.

  • Receive, track, and distribute documents, reports, and other materials received in the office.

  • Create office related materials, correspondence, memoranda, reports, forms, programs, and/or advertising materials.

  • Assist with scheduling, event planning, and marketing.

  • Monitor select Office of the Provost accounts, create budgetary reports, reconcile account expenses, and maintain files.

  • Maintain faculty files, department files, general office files, and archives.

  • Maintain upkeep of the general office, file, and storage areas, including monitoring and ordering office supplies.

  • Support and facilitate programs, events, and activities sponsored by the Office of the Provost.

  • Manage the general Office of the Provost calendar.

  • Assist the Faculty Governance Coordinator with the preparation and distribution of materials related to Faculty Assembly and/or Faculty Committee meetings.

  • Prepare and submit requests for cash reimbursements, payment requests, and travel related expenses.

  • Update and maintain Office of the Provost websites, online documents and forms, news posts, and social media.

  • Handle, store, return, and dispose of confidential information and materials according to FERPA regulations.

  • Perform other duties as assigned.

Knowledge, Skills, and Abilities:

  • High level of standard for customer service.

  • Excellent interpersonal and communication skills, both oral and written.

  • Ability to maintain a high level of confidentiality.

  • Excellent attention to detail and accuracy in an environment with frequent interruptions.

  • Commitment to diversity and the ability to communicate with a diverse constituency.

  • Strong organizational and planning skills.

  • Ability to prioritize work to provide prompt and efficient support.

  • Ability to adapt quickly in a fast-paced work environment.

  • Ability to operate standard office equipment.

  • Proficient with Microsoft Word, Excel, Google Apps.

  • Ability to learn new software applications.

  • Ability to work independently, as well as in a team.

Required Qualifications:

  1. One and a half years of administrative experience. Education may substitute for some experience.

  2. High school diploma or GED.

  3. Finalist applicants must satisfactorily complete pre-employment background check.

Preferred Qualifications:

  1. Bachelor’s degree.

  2. Experience in higher education.

  3. Customer service experience.

Other Information: 
PLU offers an excellent benefits package including tuition remission for employees and their dependents, retirement plan, medical, dental, paid vacation, major holidays off, and many other great university benefits.