Job Description

Job Location: Hillsboro Professional Campus - OR
Position Type: ExemptPacific 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 and 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 and Hillsboro. We humbly acknowledge and thank the original caretakers of the lands on which we live, work, teach, and acquire and share knowledge.
GENERAL DESCRIPTION OF POSITION:
The senior manager of operations is responsible for the overall management and administration of processes for the School of Audiology (SOA), including those related to accreditation. This position reports to the Director of the SOA and is a year-round, in person appointment.
ESSENTIAL FUNCTIONS AND MAJOR RESPONSIBILITIES:
Management & Administrative Responsibilities:
- Develops, implements, modifies, manages, maintains, and supervises the overall daily operations and workflow of the SOA administrative office.
- Provides onsite supervision and scheduling of SOA clinical education specialist staff.
- Hire, train, and supervise student employees, including but not limited to: onboarding through Paycom, managing time cards, and assignment to faculty and/or projects.
- Tracking and reconciliation of budget for 3 cost centers – SOA Instruction, SOA Administration, and SOA Pacific EarClinic.
- Reviews budget reports against actual and projected expenditures, prepares and submits expenses to meet university and vendor deadlines.
- Tracks grant costs, manages student scholarships and the Student Academy of Audiology account.
- Leads and coordinates SOA campus events (e.g. Student Orientations, Interview Days, White Coat Ceremonies, SOA Graduation, SOA faculty/staff retreats, etc).
- Responsible for the procurement of SOA technology, supplies, and other materials for the 3 cost centers.
- Works closely with University Information Services (UIS) and Purchasing regarding shredding, copiers/printers, computers, classroom audio/visual equipment, etc
- Assists in the completion of accreditation reports (annual, re-accreditation) and coordination of accreditation site visits in collaboration with the SOA Director.
School of Audiology, Student Services, and Accreditation-Related Responsibilities:
- Collaborates with the Director of the SOA for administrative responsibilities including: scheduling meetings, making professional development travel arrangements for faculty/staff, disseminating information, semester & academic year calendar planning, marketing, compiling information for reports to the Board of Trustees, etc.
- Develops, implements, modifies, and supervises office procedures related to the administration of the School and ongoing maintenance of program operating files and systems in a complete, accurate, and confidential manner as required by FERPA and HIPAA laws.
- Manages, updates, distributes, and assures proper storage of school records consistent with SOA, university, and accreditation requirements, to include monitoring and establishing deadlines when necessary.
- Serves as liaison to other campus student services, including: Registrar, Financial Aid, Business Office, Libraries, MarComm, and other offices as needed.
- Creates work orders with Pacific University Facilities and with the building management team.
- Facilitates course registration for 3 cohorts of students, ensuring all courses and faculty assignments are submitted with accurate information each semester.
- Tracks student progress towards program/degree completion in conjunction with the Registrar, SOA Director, and faculty.
- Manages school records (i.e. accreditation documents, surveys, contracts, affiliation agreements, student records, personnel documents, etc) in accordance with university and accreditation requirements.
- Serves as administrator for student data tracking with 3rd party vendors for onboarding requirements, as well as overseeing the onboarding of students each academic year
- Collaborates with the Graduate Admissions Office during admissions season; includes selecting, training, and managing Student Ambassadors
- Onboards all new faculty, staff, adjunct faculty, and work-study personnel.
- Manages the administrative aspects of the application and hiring processes in collaboration with SOA search committees, the Director, and Human Resources
- Supervises and approves time cards & time off requests for clinical education specialist staff and work-study personnel.
- Provides support for the AuD program accreditation activities, including reporting and payment needs in collaboration with the Director and relevant University offices
- Maintains recordkeeping of SOA meetings including taking minutes, drafting the agenda in collaboration with the Director. Is expected to bring knowledge of university systems, policies, and timelines to support the mission and goals of the School
SECONDARY FUNCTIONS:
- Collaborate with faculty to assist with proctoring exams, as needed
- Volunteer work at university events
- Attend monthly Business Operations meetings, Budget Management meetings, and All Staff meetings
- Perform other related duties as assigned.
JOB SCOPE:
- Performs duties independently, at times operating from established direction and instructions. This role may also include establishing instructions and directions when needed.
- Independent decision-making is expected, however the scope of the work requires working closely with the Director of the School of Audiology to ensure operations meet expectations within the mission, vision, and strategic plan of the school.
- Excellence in performing the responsibilities of this office is essential as any mistakes/errors may result in work stoppage, loss of business, harm to students’ education, and/or other damage, all of which can have negative financial implications for the university and may also negatively impact licensure requirements, accreditation standards, and professional & ethical conduct expectations.
SUPERVISOR RESPONSIBILITY:
- Full supervisory responsibility for clinical education specialist staff to include hiring, conducting evaluation, disciplinary process, goal setting, training and coaching for improvements.
- Full supervisory responsibility for 8-10 student workers in less than part time roles.

QualificationsEDUCATION AND/OR EXPERIENCE:
- Required:
- - Earned associate degree or equivalent
- - Minimum 3 years administrative office management experience
- Preferred:
- - Earned bachelor’s degree
- - Degree or experience in business, healthcare management, or audiology/communication disorders
- - Previous supervisory experience
- - Previous experience in an academic setting
REQUIRED KNOWLEDGE, SKILLS, ABILITIES & BEHAVIORS:
- Demonstrates ability to work in and positively contribute to a highly interprofessional and collegial academic environment, with the ability to establish and maintain effective working relationships with students, faculty, staff, the audiology community, and the public
- Demonstrates critical thinking skills in problem-solving and decision-making
- Demonstrates confidentiality regarding information pertaining to all students, faculty, staff, etc
- Demonstrates ability to work independently and also as a team member
- Takes responsibility to eliminate the source of problems; seeking assistance when necessary
- Advanced experience with a variety of business software and database applications
- Has excellent word processing skills, and knowledge of current office practices and office equipment operations
- Demonstrates effective interpersonal skills as well as exemplary verbal and written communication skills
- Is able to prioritize assignments, maintain well organized filing systems, manage multiple projects simultaneously, meet deadlines, and maintain adherence to applicable confidentiality laws (FERPA, HIPAA, etc)
- Understands financial management and related systems
- Able to extend work hours to address school needs, as requested
- Represents the school and the university in a professional manner and collaborates well with all university departments and constituents
WORKING CONDITIONS:
- This is an in-person position, with the typical hours being Monday – Friday, 8:00AM-5:00PM.
- Typical office with routine computer- and paper-based work requirements
- High volume of contact with students, faculty, staff, and the public
- Includes occasional travel to the Forest Grove campus
- Includes occasional evening and weekend work requirements to support the work of the School of Audiology.
PHYSICAL ACTIVITIES:  All of the actions listed are possible for this job, as typical in a clinical environment:
Climbing, Balancing, Stooping, Kneeling, Crouching, Crawling, Reaching, Standing, Walking, Pushing,  Pulling, Lifting, Fingering, Grasping, Feeling, Talking, Hearing, Repetitive motion
PHYSICAL REQUIREMENTS:
X Light work  X Visual acuity X Hearing Acuity  X Clear speaking voice with sufficient volume (loudness) due to large patient population with hearing loss
APPLICATION PROCESS
To apply, please upload your resume and cover letter along with your Paycom application.  Persons who do not follow and complete the application process are not applicants and will not be considered for employment.
Only qualified applicants will be contacted for an interview. During the selection process, we will strive to provide timely notifications. The selection process may vary from recruitment to recruitment but typically includes multiple interviews and may take several weeks depending on the position. All qualified applicants will be notified once the selection process has closed.
Applicants must be legally authorized to work in the United States at the time of hire and continue to work without employer visa sponsorship, now or in the future.
At Pacific University, we are dedicated to offering experiences that are authentic, holistic, equity-minded, and responsive. Our communal success rests on the recognition that complex problems and effective solutions are best approached by teams with a variety of diverse perspectives. and life experiences. As we continue to develop our equity practices, we actively promote access to opportunities and equitable pay for all employees.
Studies have shown that women and people of color are less likely to apply for jobs where they are unsure if they can perform every function in the job description. We are most interested in finding the best candidate for the job and that candidate may come from a variety of backgrounds and lived experiences. If you are interested in applying, we encourage you to think broadly about how your background and skill set may qualify you for the role.
We, who make up Pacific University, aspire to become a community of purpose where everyone is enabled to be wholly and comfortably who they are; accountable for inclusive behaviors and practices; built on trust, civility, care, openness, and honest conversations often around critical subjects. We know that these values are critical to prepare for a global world with complex problems, through an asset-based mindset so that everyone is afforded an opportunity to succeed. We believe in fostering a workplace where every employee is respected, their contributions are valued, and they are provided opportunities to succeed.
COMPENSATION AND BENEFITS
We offer a comprehensive benefits package for qualifying employees. Current benefits include:
- Generous paid time off (for vacation, holidays—including winter break—and sick leave)
- Medical coverage with alternative care options (with in-network services covered at 100% after payroll deduction)
- Comprehensive dental and vision plans
- Generous retirement contribution after one year of service with no match required
- Free mental health appointments
- Tuition remission for employees and their dependent child(ren) who meet eligibility requirements
- On-campus benefits, including free access to our sports facility and library
- Discounts on campus food, bookstore purchases, clinic services, and outdoor program gear rentals (including kayaks, snowshoes, and bikes)
EQUAL OPPORTUNITY EMPLOYMENT
Pacific University is an Equal Opportunity Employer and is committed to complying with all applicable laws, including those concerning employment and workplace policies. We are committed to fostering a non-discriminatory and inclusive work environment. We are proud to encourage applications from individuals of all backgrounds, including those from historically underrepresented groups.
NOTICE OF NONDISCRIMINATION POLICY
Pacific University makes all employment decisions without regard to race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability, sex, gender identity and/or expression, sexual orientation, military or veteran status, or any other characteristics protected by applicable law. Applicable laws include, but are not limited to, 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, and the Americans with Disabilities Act of 1990. Questions or complaints may be directed to the Vice President for Academic Affairs at 2043 College Way, Forest Grove, OR 97116 or via email at provost@pacificu.edu.