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Administrative Assistant III

Employer
University of the Pacific
Location
California, United States
Salary
Salary Not specified
Start date
Aug 30, 2023


Administrative Assistant III

Primary Purpose:
The Administrative Assistant III position performs administrative support activities for the Program Manager, Director of Clinical Education, Department Chair, the clinical instructors, and faculty of the Department of Physical Therapy.

The functions listed are representative of duties typically performed by this position. Staff may perform some but not all and/or may be assigned additional duties specific to unit.

Essential Functions:
  1. Support the Director of Clinical Education:
    • Serve as the liaison to clinical site coordinators.
    • Manage clinical education database.
    • Monitor deadlines and requirement compliance with contract agreements between University and database vendors.
    • Create or develop correspondence and communications with clinical instructors and clinical sites.


  2. Student Support:
    • Manage the student document management website and onboarding process for all students in compliance with site-specific requirements.
    • Ensure compliance with department policies and procedures for calendars, room scheduling, and textbook orders.
  3. Provide Department of Physical Therapy with budget and financial support:
    • Reconciles and processes Procurement Card activity and statements
  4. Manage calendars for Department of Physical Therapy, class schedules, and book classrooms as needed.
  5. In coordination with Program Manager coordinate logistics for Department of Physical Therapy events and faculty meetings which may include catering, technical support, meeting invitations, guest lists, and booking rooms.
  6. Maintain records, prepares letters and forms, special reports, verifies information and resolves issues requiring knowledge of Department of Physical Therapy operations. Maintain office filing system including hardcopy system, electronic document management, and various databases.
  7. Ensure confidentiality of student records and compliance with all applicable regulations pertaining to records management, privacy, and confidentiality.
  8. Schedule and/or arrange meetings, travel, lodging for Department of Physical Therapy faculty, staff, and guests.
  9. Participate in staff training to continue ongoing professional development.
  10. Monitor office equipment, facilities, and duplicating services to ensure that all are operational.
  11. Order supplies and request repairs of equipment and facilities as needed or requested.
  12. Ability to adapt to emerging technology.
  13. Recommend new procedures for streamlining administrative duties or office functions.
  14. Perform miscellaneous duties as assigned or requested.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty and staff.

Minimum Qualifications:
  • Two (2) years of post-high school education.
  • Three (3) years of experience providing high-level, professional administrative support.


Preferred Qualifications:
  • Excellent communication and interpersonal skills.
  • Solid English composition skills, and ability to create, compose and edit letters and other materials.
  • Ability to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, supportive manner.
  • Capacity to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
  • Ability to assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines is crucial.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.


Physical Requirements:
The physical demands described here are representative but not definitive of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:
Work typically performed during standard business hours and in person.

Hiring Range: $18.09 - $23.96 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.


To apply, visit https://pacific.peopleadmin.com/postings/26372

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.




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