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Administrative Specialist

University of the Pacific
California, United States
Salary Not specified
Date posted
Mar 19, 2024

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Job Details

Administrative Specialist

Primary Purpose:
Under the general direction of the Sr. Program Manager and Program Director, this position is responsible for supporting the Department of Physician Assistant Education's programmatic needs, including student record management, didactic course support, clinical student clearance, logistics/planning, providing financial operations support, grant support, and administrative support to fulfill the objectives of the Physician Assistant Program and its operations.

Essential Functions:
Provides administrative support to the Program in a variety of functions that may include, but are not limited to:
  • Serves as a secondary point of contact for the department. Answers telephones, responds to questions, provides information, routes callers, and receives and directs visitors in a supporting capacity.
  • Curriculum delivery support including maintaining exam room supplies, coordinating and facilitating clinical lab supply ordering and inventory, reserving educational spaces, assisting with exam development and facilitation.
  • Assists with interdepartmental educational interactions/events.
  • Serve as support for simulation assessment scheduling, and clinical rotation clearance as requested.
  • Assists didactic coordinator with course calendar updates, textbook orders, and faculty course assignment tracking.
  • Maintain the physical appearance of the department’s facilities. Supports department office/facilities operations, submitting service requests for equipment and office maintenance and duplicating services.
  • Maintains electronic-based student records to ensure complete records throughout enrollment, production of student files upon request. Responsible for trimester audits.
  • Maintains various department, faculty, and staff calendars to ensure that department personnel are updated with current university information.
  • Assists with department didactic-related financial operations, departmental purchases, clinical-related reimbursements, and expenses. Purchasing materials/supplies in support of academic and clinical programmatic functions Completes appropriate reconciliation procedures.
  • Prepares internal and external correspondence, reports, presentations, committee meeting agendas/minutes, and other related activities as assigned including taking meeting minutes for review and/or distribution, specifically for Didactic Committee meetings and other committees as needed.
  • Coordinates, facilitates (including set-up and tear-down), and supports unit events/activities as requested. Participates as needed (may include evenings and weekends).
  • Assist with examination supervision as needed.
  • Sort, deliver, and manage unit didactic/clinical deliveries, both incoming and outgoing.
  • Performs data entry and internet research as requested.
  • Performs miscellaneous and other duties as assigned by Sr. Program Manager and/or Program Director.

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:
  • Bachelor’s Degree.
  • Two (2) years of related experience providing administrative support.
  • Intermediate Knowledge of Microsoft Office suite of products including Outlook, Word, Excel, and PowerPoint.

Preferred Qualifications:
  • Master’s Degree.
  • Two (2) years of related experience in higher education.
  • Proficiency in MS Office suite, specifically Excel. Ability to adapt to emerging technology.
  • Intermediate to advanced data (statistical) analytical skills. Experience with StatTools or other statistical software is highly valued.
  • Positive attitude, proven ability to work successfully with diverse populations, and demonstrated commitment to promoting and enhancing diversity and inclusion.
  • Excellent communication and interpersonal skills are crucial, as this position regularly interacts with both the campus community and the public.
  • Solid English composition skills and the ability to create, compose and edit letters and other materials are necessary.
  • Must be able to exercise diplomacy and deal effectively with people in various circumstances calmly and precisely.
  • Must be able to task prioritize, organize resources, and establish priorities in a fast-paced, demanding environment.
  • Must be a self-starter, able to anticipate programmatic needs, using problem-solving skills to address issues.
  • Must assume responsibility and work effectively with minimum supervision.
  • Ability to coordinate various activities, correctly interpret directions and work well under tight deadlines is crucial.
  • Must maintain strict confidentiality.
  • Previous experience in an academic setting.
  • 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 twenty-five (25) pounds.

Work Environment/Work Week/Travel:Work is typically performed during standard business hours. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required.

Hiring Range: $23.00 - $26.96 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

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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