Administrative Assistant IV

Working at Lewis & Clark College

The campus is located on 137 acres of beautifully landscaped grounds in Portland’s southwest hills. Our strong commitment to sustainability is reinforced through recycling programs, energy conservation, alternative transportation options, and farm to fork initiatives.

For benefit-eligible positions, we offer a competitivebenefits package that includes options for health, dental, vision, tuition, life insurance, retirement and more.

Lewis & Clark College is committed to achieving a diverse workforce. Candidates from diverse backgrounds are encouraged to apply.

All qualified applicants will receive consideration for employment without regard to status as a protected veteran or a qualified individual with a disability, or other protected status, such as race, religion, color, national origin, sex, gender identity, sexual orientation, marital status or age.

About the Position :

The Administrative Coordinator supports the Rhetoric and Media Studies and Sociology and Anthropology departments, two interdisciplinary programs (Data Science and Middle East / North African Studies) and the Teaching Excellence Program.

The position is responsible for directing complex daily administrative operations with minimal supervision. These include but are not limited to, managing events, monitoring departmental / program budgets, developing and coordinating schedules, assuring space and supply needs are met, training and supervising work study students, designing and distributing promotional materials, organizing meetings and workshops, taking and distributing minutes, maintaining departmental and programmatic websites, organizing faculty searches, and running reports.

This role serves as the primary contact and resource person for the departments and programs, interacting with students, faculty, prospective students, parents, alumni, administrators, and community members.

This position is represented by the Lewis & Clark College Support Staff Association Local 4912 of the American Federation of LCCSSA Collective Bargaining Agreement.

Essential Functions :

General Administrative Support RHMS, SOAN, Data Science and Middle East / North African Studies

Collaborates with chairs regarding departmental administration, prioritization, scheduling, documentation and database creation / maintenance.

Oversees day-to-day office operations, processes mail, submits IT and / or facilities work orders, websites and social media updates / maintenance, copy / printer maintenance, proctor exams as needed.

Coordinates, takes minutes, and attends department / program meetings, develops agendas with department chairs / program directors.

Takes and distributes meeting minutes for the Budget Advisory Committee.

Monitors departmental / program budgets. Processes receipts, payments, and purchasing cards. Track and order supplies.

Coordinates faculty searches, including placing ads, tracking applications, scheduling meetings, and arranging candidate travel logistics and schedules.

Hires, trains, and supervises work study students, in collaboration with department chairs.

Events Support - RHMS, SOAN, Data Science and Middle East / North African Studies

Manages department / program events, including reserving venues, organizing catering and audio / visual orders.

Designs and distributes promotional materials.

Handles travel logistics for guest speaker.

Manages payment of invoices and / or honoraria.

Teaching Excellence Program

Provides administrative support to the Teaching Excellence Program

Provides resources to faculty members to support them in strengthening and expanding their teaching expertise.

Assists with developing and implementing initiatives, coordinating workshops, budget management, organizing conferences, seminars, and events.

Supervises work study students.

Supports communications and website maintenance.

All Other Duties as Assigned

Minimum Qualifications :

High School diploma and five years’ related experience, or associate’s degree and three years’ related experience, or bachelor’s degree and one year of related experience.

Proficiency in MS Office and Google suite software

Proficiency in creating, managing, and manipulating of spreadsheets and databases, posters and brochures

Strong organizational skills and attention to detail.

Strong verbal and written communication skills.

Excellent customer service and interpersonal skills.

Discretion, personal integrity and superior ethics. This position deals extensively with confidential and sensitive information covered under federal FERPA guidelines.

Ability to work collaboratively and work across functions.

Preferred Qualifications :

1+ years of experience working in higher education.

1+ years of experience in an office environment

Work Schedule :

37.5 hours / week, 10 months (August 15-June 15) 0.83 FTE

Payrate :

UNION : Grade 15, Step F

Hourly $28.18

Benefits Eligible : Exempt : No

Exempt : No

Physical Requirements :

This position works primarily at a desk or is otherwise involved in activities requiring little lifting, climbing or working in tiring positions.