Administrative Assistant II

University of the Pacific; Stockton (CA); On-site; USD 42,000 - 63,000; Full time

Job summary

University of the Pacific is seeking an Administrative Assistant II to provide essential administrative support to a large department, including calendar management for the General Education Office and reception/admin support for the COP Dean’s Office.

Key duties include assisting with scheduling, data entry, budget tracking, and coordinating faculty and student events, with emphasis on accuracy and professionalism in a diverse academic environment.

Qualifications

• 1.5 years post-high school with 18 units completed; 2 years of work experience.
• Excellent verbal and written communications.
• Strong phone and customer service skills.
• Strong office organization and scheduling abilities.
• Experience with web content management and diversity/inclusion awareness.

Responsibilities

• Provide direct admin/clerical support to GE Office and COP Dean’s Office; manage calendars and correspondence.
• Assist with events, meetings, travel, and budget related tasks; handle files and records.

Skills

Verbal & written communication

Phone & customer service

Office administration

Event/meeting scheduling

Diversity & inclusion awareness

Education

1.5 years post-high school with 18 units; 2 years work experience

Tools

Banner

SharePoint

MS Teams

Zoom

Canvas

MyPacific

MS Office Suite

Job description

Primary Purpose

Under general supervision, the Administrative Assistant II provides administrative support to fulfill objectives of a large department, unit, or school and serves as the primary point of contact for assigned unit. This position will support two categories: (1) Direct admin/clerical support to Director of General Education (GE); and (2) Receptionist/admin support to COP Dean’s Office. For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty and students. The essential functions listed below. Many, but not all will be assigned in addition, other responsibilities may be assigned that are unit specific and based on business need.

Primary Purpose

Under general supervision, the Administrative Assistant II provides administrative support to fulfill objectives of a large department, unit, or school and serves as the primary point of contact for assigned unit. This position will support two categories: (1) Direct admin/clerical support to Director of General Education (GE); and (2) Receptionist/admin support to COP Dean’s Office. For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty and students. The essential functions listed below. Many, but not all will be assigned in addition, other responsibilities may be assigned that are unit specific and based on business need.

Essential Functions

• Administrative Assistant (Direct Admin/Clerical Support) to the GE Office (70%). Assisting GE Director in Office Duties: Maintaining GE Director’s calendar/schedule; set appointments as needed. Assist with data collection for GE assessment; maintain GE records on GE drive. Assist in creating of GE Newsletter, maintain the GE website, and post announcements; support Canvas and SharePoint sites. Coordinate the Core 1 mentor program, including scheduling workshops and sending mentor communications. Use standard software to create letters, correspondence and emails. Prepare course articulation letters for PACS and CORE students. Assisting in scheduling and staffing all Core Seminar Sections ( CORE 1, CORE 2 – Fall/Spring/Summer): Use Banner to set-up the course schedule created by the GE Director/Dean. Submit room, instructor, and time changes requested by instructors. Prepare appointment letters and submit EPAFs for instructors each term, as needed. Planning and Organizing Faculty Workshops: Reserve rooms using FAMIS and Virtual EMS . Coordinate catering for GE training workshops. Process paperwork for external speakers; prepare training materials; coordinate technology needs. Assisting all Core instructors: Distribute mail, messages, and assignments to instructor office boxes. Create instructor files; collect CVs, contact information, and syllabi. Serve as the contact person for adjunct instructors. Notify students of instructor absences and occasionally distribute assignments. Maintain the GE Adjunct office; request and manage keys. Collect syllabi for GE and FFS courses for the Syllabus Repository. Accessing Banner Student Data: Input GE and Fundamental Skills (FS) student overrides during registration; manage related student communications and appointments. Access student schedules and registration information as needed. Supporting Faculty and Student Awards (Long Awards, Raymond Essay Award: Distribute award letters and process stipend payments using department budget records. Create bulletin board displays for Long Awards/GE programs using basic graphic and photography tools. Maintain contact with Raymond College alumni; prepare and mail materials for the Raymond Essay Awards Committee. Online Student Evaluations: Set up implementation and communication plans for GE and FS online evaluations each term. Communicate procedures and deadlines with instructors each semester and summer term. Administrative Support for the GE Committee: Schedule GE Committee meetings and agenda-setting meetings; take minutes. Consolidate committee materials. Monitor progress of forms during the approval process. Maintain files for GE Breadth Program Proposals and Recertification Forms. Pro-Card/Budget Responsibilities: Monitor multiple GE and Fundamental Skills (FS) budget lines. Purchase supplies and equipment using the University Pro-Card; reconcile Pro-Card activity and statements. Use Banner Finance to assist with preparing the monthly GE budget report. Process journal entries, budget transfers, and reimbursements. Interaction with Students: Respond to GE-related student questions; direct students to appropriate resources while maintaining a professional and friendly demeanor. Provide office access keys during business hours. Oversee peer mentors and submit EPAFs for student workers. Perform other duties as assigned or requested.
• Administrative Assistant (Receptionist/Admin Support) to COP Dean’s Office (30%). Schedule appointments and provide administrative support to the COP Dean’s Assistant. Assist with special projects and events, including faculty and student ceremonies, faculty meetings, holiday celebrations, and COP Commencement. Serve as support with Interfolio software and electronic lists Upload and maintain contracts in Cobblestone. Upload electronic files to OnBase. Process travel reimbursement requests, as needed. Serve as the primary contact and support for the Summer High School Institute Program. Oversee budgets and coordinate events for the Pacific Humanities Scholar Program, the Humanities Center, and DEI programs. Perform general office duties, including but not limited to: Greeting and assisting visitors; answering and directing calls on a multi-line phone system. Maintaining order in reception and kitchenette areas; stocking and cleaning shared appliances; caring for office plants. Maintaining copy room operations, including troubleshooting issues, coordinating service, and stocking/installing toner and staples.

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

One and a half (1.5) years of post-high school education with a minimum of eighteen (18) units of completed coursework. Two (2) years of work experience.

Preferred Qualifications

Skills/Knowledge and Expertise: Excellent verbal and written communications skills; ability to establish and maintain effective working relationships with staff, departments, and others. Excellent phone and customer service skills, office organization, event/meeting scheduling and records management skills. Familiarity with basic budget and bookkeeping procedures. Web content management. Working knowledge of and experience with Banner, SharePoint, MS Teams, Zoom, Canvas, MyPacific, and MS Office Suite (Word, Excel, PowerPoint). 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.