Administrative assistant of arts and sciences Job at Bushnell University, Eugene, OR

  • Bushnell University
  • Eugene, OR

Job Description

Full job description

Department: Arts & Sciences; Bible, Theology & Ministry; and Music & Performing Arts

Supervisor: Associate Dean of Arts & Science
Status: Full-time (12-month position)
1.0 FTE (Benefits Eligible)
Start date: OPEN

Bushnell University Overview:

Bushnell University is a Christian, private, liberal-arts, comprehensive university closely affiliated with churches of the Stone-Campbell/Restoration Movement. From this unique heritage Bushnell University embraces the ideal that we are “Christians only” – but not the “only Christians” – and offers its resources to students and congregations of many church traditions. These students are affiliated with denominational and non-denominational groups, such as Presbyterian, Baptist, Methodist, Foursquare, Lutheran, Nazarene, Episcopal, Assembly of God, Catholic, and Community Churches. The University was founded in 1895 and is accredited by the Northwest Commission on Colleges and Universities.

Job Summary:

The Administrative Assistant position reports directly to the Associate Dean of Arts & Science and supports the Schools of Arts & Sciences, Bible, Theology & Ministry and Music & Performing Arts. The Administrative Assistant provides clerical support to the respective deans, faculty, and staff of these departments, as directed by the dean(s). Primary responsibilities include a wide variety of clerical duties that support and enhance department functions and operations.

Position Duties & Responsibilities:

Duties to include, but not limited to:

  • Assist deans with program, procedural, and policy reviews of program manuals; prepare manuals as edited; assist with management of manual production;
  • Produce departmental correspondence; manage calendars, and liaise with other departments across campus as required; assist program faculty as directed by dean(s);
  • Attend various meetings as assigned; take and transcribe meeting minutes as required by the dean(s);
  • Provide event support for the Deans of the College of Theology, Arts, and Sciences, including but not limited to secure lodging and travel accommodations; schedule and organize conferences, interviews, meetings, workshops, and seminars;
  • Student file management; maintain files; complete data entry, reports, and spreadsheets using various software programs;
  • Generate and submit adjunct contracts;
  • Track and post department syllabi to the network folders;
  • Process departmental invoices, check requests, visa reconciliations, ordering, and other budget related tasks
  • Provide clerical support to the deans and staff
  • Liaise with the office of the VPAA for campus visits and events
  • Assist with job vacancies, hiring logistics, and onboarding of new staff/faculty/adjuncts
  • Support departments with accreditation requirements, as needed;
  • Field general questions; work with students, faculty and staff across campus; respond to and direct inquiries as appropriate; review and route telephone calls;
  • Maintain supply inventories; order desk copies/textbooks as instructed by the dean(s); provide textbook support to departmental faculty and students
  • Submit maintenance work orders;
  • Keep department bulletin board(s) updated;
  • Assist in maintaining a clean and tidy work environment;
  • Oversee student workers as assigned;
  • Oversee processes of the front desk including, but not limited to: process incoming and outgoing mail for the building, manage key logs, receive guests, provide a welcoming environment, assist with checking in students for appointments, liaise with IT to maintain copiers and other building equipment,
  • Strong commitment to confidentiality, securing records,
  • Perform other related duties as assigned by the dean(s).

Experience and Qualification Requirements:

Strongly preferred experience:

  • Three years of previous experience in administrative/office-type role
  • Bachelor’s degree or equivalent experience

Knowledge of / Experience with:
Strongly preferred skills:

  • Intermediate to advanced proficiency with Windows-based software, Adobe, electronic forms and signatures
  • Exceptional customer service skills, strong organizational skills and impeccable attention to detail are required
  • Ability to handle multiple tasks, excellent oral and written communication skills, and strong technical skills are essential to this position
  • Effective interpersonal skills along with the ability to work individually and as part of a team
  • Become familiar with, and adhere to, FERPA guidelines

Working Conditions/Special Requirements:

  • Bushnell employees must have a maturing Christian faith and live in compliance with the duties and expectations as detailed in the Employee Handbook.
  • The position requires a strong commitment to multiculturalism and diversity.
  • The position requires working in a non-smoking, drug-free environment.
  • The employee must adhere to FERPA guidelines and student confidentiality at all times.
  • All employees of Bushnell are “mandatory reporters” under Oregon law. See for specific information.
  • The employee must have knowledge of strong office management techniques; operations, procedures, specific rules and precedents of the office; research methods and report writing techniques; record-keeping techniques; operation of office machines including computer equipment and specified software; principles of training and providing work direction.
  • The position requires a strong ability to communicate effectively and succinctly, both verbally and in writing, utilizing tact, patience and courtesy.
  • Listening skills and the ability to speak and write clearly are essential to this position. Must possess exceptional interpersonal and communication skills.
  • The employee must have high personal motivation, with great attention to detail and accuracy.
  • This person must project a positive, vibrant and professional attitude in assisting people.
  • This person must have high ethics of honesty and confidentiality, with a genuine and gracious presence pertaining to the students, faculty, staff and business of the department and the University.
  • This position may require lifting up to 25 lbs., as well as bending, stooping, kneeling.
  • This position description is subject to change at any time.
  • Some evening work may be required.

Application Instructions:

Bushnell employees are expected to abide by the Theological Context for Bushnell Community Life. Please read this document before continuing.

To be considered for this position, please submit the following materials through the online application process:

  • Bushnell Employment Application
  • Cover letter addressing skills, experience, and knowledge
  • Resume
  • Contact Information for three references to include the applicant's pastor or another appropriate church leader who is able to address the applicant's faith background.
  • Personal Statement of Faith that addresses:
    • how a maturing Christian faith finds expression in the candidate’s personal life, family life, community life, and current church membership;
    • how the candidate integrates faith into his or her work life;
    • the candidate's understanding of and ability to support Bushnell's Theological Context for Community Life statement.
  • Please include all requested materials. Incomplete application packets may result in disqualification.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on this site as a result of your disability. You can request reasonable accommodations by contacting Wendy Yamada at 541-684-7204 or

In compliance with the Clery Act, Bushnell University provides our Annual Security Report & Fire Safety Report. You may request a paper copy from the Office of Student Life by calling 541-684-7345. This report is required by federal law and contains policy statements and crime statistics for the university.

Job Tags

Full time, Afternoon shift,

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