University Relations Administrative Assistant

University of Puget Sound; Tacoma (WA); Hybrid; USD 32,000 - 34,000; Full time

Benefits offered by this job

Medical, dental, and vision

Life insurance and long-term-disabilty

Retirement plan options and 403(b)

Paid vacation and sick leave and paid/

Hybrid work environment

Job summary

University of Puget Sound is seeking an Administrative Assistant for University Relations in Tacoma. The role focuses on high-quality administrative support to the Vice President for University Relations and the division, including assisting three Associate Vice Presidents and coordinating division-wide activities.

The position is full-time, regular, with a minimum on-site schedule of 4 days per week after the probation period, and hybrid eligibility.

Qualifications

• High School Diploma or G.E.D.
• 2-3 years of experience or equivalent
• Demonstrated customer service and interpersonal skills with a broad range of constituents
• Strong writing, proofreading and organizational skills with attention to detail
• Ability to work independently and as part of a team, take initiative and handle confidential information
• Ability to work in a fast-paced environment with competing priorities
• Proficient with Microsoft Office and Google Suites; experience with CRM/database reporting is a plus
• Ability to understand operations and develop systems to support administrative functions within University Relations

Responsibilities

• Support day-to-day administrative operations for the University Relations division and VP office
• Coordinate division-wide administrative tasks with the team
• Plan and execute events and activities, including logistics, catering, and invitations
• Handle incoming/outgoing mail, calls, and communications with internal/external constituents
• Prepare and distribute documents, forms, and reports; assist with website edits
• Manage budgets, invoices, disbursements, and budget reports
• Provide office management support including inventory and ordering of supplies
• Provide coverage for the VP's office as needed
• Assist AVP teams with scheduling and calendar management
• Staff flagship events such as Homecoming and Family Weekend
• Perform other duties as assigned

Skills

Customer service

Communication

Written communication

Organizational skills

Microsoft Office

Google Workspace

Teamwork

CRM software

Education

High School Diploma or G.E.D

Tools

CRM software

Job description

University of Puget Sound

Job ID: 8985

Full/Part Time

Full Time

Regular/Temporary

Regular

Staff Posting Details

Appointment: Regular, full-time (1.0 FTE) position.

Work Location

This position is based in Tacoma, WA, and is hybrid eligible (minimum of 4 days on-site) after a successful evaluation period.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary

The University Relations Administrative Assistant provides accurate, detailed, and thorough administrative support to the University Relations division, with a primary focus on supporting the day-to-day administrative functions of the Vice President for University Relations Office and assisting the Assistant to the Vice President for University Relations with division-wide administrative coordination. The position also provides administrative support to the three Associate Vice Presidents within the University Relations division (Constituent Relations, Marketing & Communications, and University Relations).

Essential Job Functions And Responsibilities

• Vice President for University Relations Office and Division-Wide Support - (50%)
• Support the day-to-day administrative operations of the University Relations division and Vice President Office, working closely with the Assistant to the Vice President for University Relations to coordinate division-wide administrative functions and provide support as needed.
• Anticipate the needs of the University Relations team members and work collaboratively with division administrative support professionals to coordinate information, resources, and appropriate administrative support across the division.
• Support the planning, coordination, and execution of University Relations events and activities, such as team retreats, holiday celebrations, divisional meetings, and other special events. Coordinate logistics, including scheduling, facilities, catering, communications, materials, invitations and RSVPs, and event-day support.
• Support daily office functions and perform routine administrative tasks, including handling incoming and outgoing print and electronic mail, telephone calls, and other communication with internal and external constituents.
• Prepare and distribute upon request print and digital documents, forms, reports, and/or correspondence. Assist with website editing as needed.
• Manage and track budgets as identified by department lead; includes processing invoices, disbursement requests, and purchase card statements, preparing monthly budget reports, approving certain operating expenses, and preparing budget variance reports.
• Provide day-to-day office management support, including inventory, coordination, and ordering of office supplies and equipment.
• Provide administrative support coverage on occasion in the Office of the University Relations Vice President.
• Associate Vice President Administrative Support - (40%)
• Manage scheduling, provide meeting support, and help maintain calendars for the Associate Vice President for Constituent Relations, the Associate Vice President for Marketing & Communications, and the Associate Vice President for University Relations.
• Other Administrative Support - (10%)
• Participate in and provide staffing assistance as requested at flagship University Relations events, including Homecoming and Family Weekend, Summer Reunion Weekend, and other related events.
• Other duties as assigned.

Supervisory Responsibilities

None.

Budget Responsibilities

No direct budget responsibilities. Reconciles budget, prepares disbursement requests, and processes invoices and purchase card statements.

Qualifications

• High School Diploma or G.E.D
• Requires 2-3 years of experience, or an equivalent combination of education and related experience.
• Demonstrated customer service and interpersonal skills; ability to work and communicate effectively, orally and in writing, with a broad range of internal and external constituents including faculty, staff, students, alumni, parents and friends of the university.
• Strong writing, proofreading, and organizational skills and abilities; demonstrated attentiveness to detail.
• The ability to work independently and as part of a team, take initiative, solve problems, handle confidential information, and navigate sensitive situations.
• Ability to work in a dynamic and often fast-paced work environment, managing various tasks and competing priorities simultaneously.
• Adept knowledge of computers and computer software programs such Microsoft Office and Google Suites as well as experience with constituent relations management and/or database reporting software is a plus.
• The ability to gain understanding of operations, processes, and procedures as well as develop and implement systems that support the administrative functions within the University Relations division and in collaboration with other campus departments.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community.

Compensation And Benefits

Career Framework Information:

Job Family: Administrative Support

Level: S3

Pay Grade: 4

The anticipated range for this position is $23.55 to $25.00 per hour. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please Note

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

For more information on Puget Sound's non-exempt staff benefits package, visit: Summary of 2026 Benefits for Staff Members in Non-Exempt Positions.pdf - Google Drive

For the Campus Holiday and Bonus Day Schedule, visit: https://www.pugetsound.edu/human-resources

Application Deadline

Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents

• Resume
• Letter of Interest
• 3 Professional References (At least 2 supervisors)

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.

University Diversity Statement

We Acknowledge

• The richness of commonalities and differences we share as a university community.
• The intrinsic worth of all who work and study here.
• The investigation and reflection enhance that education upon multiple perspectives.

We Aspire

• To create respect for and appreciation of all persons as a key characteristic of our campus community.
• To increase the diversity of all parts of our university community through a commitment to diversity in our recruitment and retention efforts.
• To foster a spirit of openness to active engagement among all members of our campus community.

We Act

• To achieve an environment that welcomes and supports diversity.
• To ensure full educational opportunity for all who teach and learn here.
• To prepare citizen-leaders effectively for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.