Budget and Office Manager, University Information Services

Description

Pacific 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:

Works independently and collaboratively with University Information Systems (UIS) leaders, the Chief information Officer (CIO), and UIS team members with complex and varied administrative, budgeting, and purchasing/ordering functions. Acts as liaison and performs coordination between the CIO and University Council members, administrators, deans and directors, subordinate managers, and others.

ESSENTIAL FUNCTIONS/MAJOR RESPONSIBILITIES:

• Manages department budget, reconciles transactions against Colleague financial reporting, and coordinates and electronically tracks UIS contracts with outside vendors, property control records and tracking acquisitions.
• Manages/orders all Division purchases on UIS software app, tracks them electronically, and assists CIO/UIS-leadership in managing/ordering technology-related campus purchases. Creates purchase orders when required, submits order requests to vendors, places orders online through vendor portals, and submits invoices for payments through Accounts Payable or Purchasing departments.
• Communicates professionally with university-wide personnel on technology-related purchases they’ve requested.
• Uploads and manages Visa transactions and reports through an electronic portal for multiple UIS personnel’s Visa purchasing cards.
• Manages fiscal year-end closing processes, meeting deadlines set by the Business Office and Purchasing.
• Prepares and distributes various technology- and budget-related reports on a daily, weekly, monthly, and on an assigned basis. Tracks all campus hardware and software licenses from various vendors.
• Manages edits to the existing departmental webpage.
• Coordinates staff meetings, staff functions, planning and budgetary sessions, and all other special meetings.
• Receives visitors; answers, screens, and directs telephone and email inquiries; and provides effective communication of messages and information. Assists in public and campus email and telephone inquiries and follow-up.
• Processes and routes incoming and outgoing mail and packages.
• Develops and maintains complete filing system, including confidential records, correspondence, and departmental documentation.
• Acts as a clearinghouse for interdepartmental projects within the Division, coordinating the gathering of information, consulting with departments outside the division as needed, and following up with involved parties to ensure timely completion. This work requires the ability to perform independent research, coordinate multiple tasks, and effectively use office productivity software in tracking projects and producing executive reports.
• Writes a range of business correspondence independently of, as well as in collaboration with, the CIO and subordinate managers. Assists the CIO with follow-up on requests for material and/or information.
• Acts as a special event coordinator for UIS with responsibility for all facets of event including invitation design, logistical arrangements, and preparation of printed program material. 
• Oversees, in cooperation with the CIO, the Division's implementation of University Human Resource policies.

SECONDARY FUNCTIONS:

Perform other related duties as assigned.

JOB SCOPE:

Performs duties independently with minimal supervision, dealing with multiple priorities. Decisions are made within general policy guidelines, but must require unique decision-making for each situation. Mistakes/errors may result in damage to the academic careers of students, interruptions in the ability of Pacific University clinics to provide healthcare services, and violations of regulations concerning the privacy and security of patient health records.

SUPERVISOR RESPONSIBILITY:

This position intermittently supervises several student workers.

Qualifications

EDUCATION AND/OR EXPERIENCE:

The following are strongly desired:

• High school education minimum and related work experience, or;
• Comparable higher levels of education with fewer years of experience.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS: 

• Proficiency with budget management and budget reports.
• Excellent administrative skills, including writing and editing in English.
• Communicates with students, faculty, staff and the public appropriate to the age of the individual served.
• Adept at learning new technology applications and systems.
• 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.
• Excellent organizational skills and proven ability to meet deadlines and follow through with projects.
• Excellent public relations and "customer service" skills.
• Must be able to exercise tact and overall independent judgment in dealing with a varied public (Administrators, faculty, staff, students, alumni, parents, and business associates of the University).
• Ability to handle highly confidential information and maintain confidential files.
• Ability to handle high-pressure workflow and increasing levels of responsibilities.
• Demonstrated skills in management, problem-solving and system development.
• Flexibility and willingness to function as member of a team.
• Proven computer experience with Google Workspace, Microsoft Office, electronic mail, and online platforms.

WORKING CONDITIONS: Normal Office Environment. Work requires considerable independent judgment and extraordinary people-skills and is characterized by frequent interruptions, changing needs, and a variety of simultaneous activities.

PHYSICAL ACTIVITIES: Stooping, Kneeling, Crouching, Crawling, Reaching, Standing, Walking, Pushing, Pulling, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, Repetitive motion

PHYSICAL REQUIREMENTS: Sedentary work, Light work, Medium work, and Visual acuity. Ability to perform occasional lifting of up to 20 lbs.

APPLICATION: Please upload your resume and cover letter with your application. 

At 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 POLICY

It 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, provost@pacificu.edu.

Application 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.