Administrative Program Assistant

Posting Number: R0006868

Location: Salem Campus

ABOUT WILLAMETTE UNIVERSITY:

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

POSITION SUMMARY

The Administrative Program Assistant reports to the Director of Accessible Education Services (AES) and provides on-site administrative and logistical support to all AES staff. Based at Willamette University's Salem campus, this position supports operations across both the Salem campus and the Pacific Northwest College of Art (PNCA) in Portland. Serving as the first point of contact for all AES inquiries, the Administrative Program Assistant coordinates administrative processes between campuses to facilitate the student accommodation process. This position also oversees the Testing Center, including scheduling, administering, and proctoring academic exams for students with approved accommodations, as well as occasional make-up exams for students without accommodations.

DUTIES AND RESPONSIBILITIES

Administrative Support

• Provides prompt, thoughtful, and detailed customer service by answering phone calls, assisting students and faculty that drop in, answering general questions, and directing questions to the appropriate person/department; handle student concerns, complaints, and requests throughout the semester.
• Oversees administrative functions, including organizing and maintaining files, managing assistive technology, taking notes during staff meetings, scheduling appointments, and booking reservations as needed for AES-related functions.
• Utilize the office's case management software, Accessible Information Management (AIM), to manage applications, create reports, and manage testing center requests.
• Handles large volumes of detailed and confidential information with accuracy and timeliness.
• Accurately explains University and AES policies and procedures to students, student support persons, and prospective students.
• Communicate professionally and effectively with all members of the University community including students, faculty, staff, administrators, parents, and student workers.
• Maintain records of student employees and quality of work.
• Attend meetings with campus partners in WITS and the Digital Learning Studio for document conversion and assistive technology updates.
• Collaborate with the summer registration team of staff and faculty to schedule meetings for first-year and transfer students to meet with advisors to select courses.
• Perform other duties as assigned.

Testing Center

• Ensures that the Testing Center is maintained, clean, and organized including maintaining and updating computer inventory and equipment.
• Acts as primary staff person to schedule and administer academic tests for students with accommodations and general make-up tests for students without accommodations.
• Effectively communicate test administration procedures to students and faculty, contacting faculty as needed to obtain tests, clarify instructions, and answer questions.
• Maintain confidentiality and security of all testing materials, records, schedules, and all data related to the Testing Center.
• Ensures that academic integrity is upheld, and test-takers adhere to the Willamette University Academic Integrity Policy.
• Exercise discretion and confidentiality in compliance with the Americans with Disabilities Act and all other state, school, and federal mandates.

QUALIFICATIONS

Minimum

• Associate's degree or a combination of equivalent experience/education in a related field
• Has a strong commitment to Inclusive Excellence
• Strong organizational skills
• Strong customer service skills
• Ability to listen to concerned students and parents and support them on accommodations process and navigation of the website
• Ability to work both independently and as part of a team
• Professional demeanor and ability to maintain confidentiality
• Ability to de-escalate others and maintain emotional regulation

Preferred

• Bachelor's degree
• 1-2 years of experience working with individuals with disabilities
• Knowledge of AIM disability software
• Supervision experience
• Familiarity with disability law and experience with individuals with disabilities
• Work experience in higher education or education

Pay: $21.99 hourly

Typical Work Schedule: Monday-Friday, 8:00 a.m.-5:00 p.m.

Physical Demands & Working Conditions: Typical work is performed indoors in an office environment.

You will need to upload the following documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Applications will be reviewed on a rolling basis until the position is filled. Priority application review deadline is January 4, 2026.

Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT: All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS: Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.

Apply online at https://willamette.wd501.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Administrative-Program-Assistant_R0006868