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Administrative Assistant III

Employer
University of the Pacific
Location
California, United States
Salary
Salary Not specified
Date posted
Feb 15, 2024


Administrative Assistant III

Primary Purpose:
Under the guidance of the Executive Assistant the Administrative Assistant III provides technical and administrative support to the Dean's Office and the Office of Advancement. The position functions under minimal supervision, independently performing challenging work in a high-volume, fast-paced environment.

Essential Functions:
  • Manage McGeorge’s Dean’s Cabinet, Diversity Board, Advocacy Board, and the Kennedy Learning Center Board of Advisors. Ensure effective communication, planning, logistics, and achievement of the Boards’ activities.
  • Design and implement efficient organizational systems for managing documents. Maintain hard copy files, electronic records, and databases.
  • Manage and maintain alumni records in Banner including contact reports, alumni activity coding, and personal, professional, and preferred contact information.
  • Assess and plan departmental needs for event planning including alumni visits for the Dean, schedule meetings with prospective donors, compile giving history, contact reports, biographies, and other pertinent information to prepare the Dean for each meeting.
  • Lead the planning of logistics and provide administrative support for events, special guest visits, receptions, retreats, and meetings for the Dean’s Office.
  • Assist the Executive Assistant with managing sponsorships from the Law Community Relations fund.
  • Assist the Executive Assistant in managing the Dean’s office utilizing discretion and independent judgment in the performance of job duties including but not limited to:
    • Composing and editing routine/non-routine correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean. Conduct research, proof/format articles, reports, memos, etc.
    • Assist in maintaining the law school’s organizational chart, coordinate office procedures.
    • Assist with tracking department budgets as needed: track expenditures, accounts payable, reimbursements, and manage miscellaneous vendor accounts.
    • Coordinate travel arrangements, both domestic and international, for business-related events and activities, while supporting a seamless functioning of the Dean’s calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
    • Support the human resources functions for the law school, including originating Electronic Personnel Action Forms, processing position descriptions, supporting hiring searches, administering offer letters.
    • Serve as key contact for the Dean’s Office, greets guests, manages requests for information, answers phones, and determines the priority of calls, messages, and mail while collaborating with other administrative staff to use resources efficiently.
    • Order and maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and verifying receipt of supplies.


  • Ensure the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
  • Handle confidential information with discretion and in compliance with FERPA regulations.
  • Resolve routine problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment; recognize and improve administrative processes as needed.
  • Perform other related duties as assigned.

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 administrative office experience.


Preferred Qualifications:
  • Bachelor’s degree.
  • Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
  • Five (5) years of increasingly complex administrative experience.
  • Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
  • Excellent communications and interpersonal skills, as this position will interact regularly with both the campus community and the public.
  • Advanced English and composition skills, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
  • Ability to create, compose and edit reports, letters, and other materials.
  • Ability to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
  • Assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures, and work well with tight deadlines while maintaining complete confidentiality.
  • An exemplary work ethic and commitment to the mission and goals of the Law School.
  • Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems.
  • Qualified candidates will have advanced Word, Excel, and PowerPoint skills. Website management (i.e., file, photo, database tables).
  • 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.

Some lifting of materials up to (20 lbs. or less). Bending, stretching, reaching required. Sitting for long periods of time.

Work Environment/Work Week/Travel:
Work performed during standard business hours. May require some evening and weekend hours to complete tasks, particularly in connection with managing some of the alumni boards. Occasional travel to the Stockton campus or to educational conferences is required.

Hiring Range: $18.09 - $24.00 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/27428

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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