Administrative Assistant III

University of the Pacific; Sacramento (CA); On-site; USD 27,772 - 36,781; Full time

Job summary

The University of the Pacific in Sacramento is looking for an Administrative Assistant III to provide technical and administrative support to the Dean's Office. This full-time role requires a minimum of three years of administrative experience and strong organizational abilities in a fast-paced environment.

Responsibilities include managing budgets, processing requisitions, and planning events. The ideal candidate will have excellent communication skills and the capacity to maintain confidentiality.

Qualifications

• Minimum two years of post High School education.
• At least three years of administrative office experience.

Responsibilities

• Design and implement organizational systems for document management.
• Process requisitions and vendor invoices.
• Plan logistics for events and meetings.
• Manage departmental budgets and expenditures.
• Support HR functions and assist hiring searches.

Skills

Organization

Communication

Time Management

Confidentiality

Attention to Detail

Education

Two years of post High School education

Bachelor's degree

Tools

Microsoft Office (Word, Excel, PowerPoint)

Banner and Emburse

Job description

Posting Details

Job Title: Administrative Assistant III

Union Level:

Department: Dean's Office

Campus: Sacramento

Posting Number: 201304310P

Full or Part Time: Full Time

Number of Months: 12

Open Date: 06/23/2026

Open Until Filled: Yes

Special Instructions to Applicants

• Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
• External: External applicants will be considered on the sixth (6) business day of the posting period.

Sponsored

This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information

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 Fiscal Services. The position functions under minimal supervision, independently performing challenging work in a high‐volume, fast‐paced environment.

Essential Functions

• Design and implement efficient organizational systems for managing documents. Maintain hard copy files, electronic records, and databases.
• Responsible for processing requisitions and purchase orders in Banner and submitting vendor invoices and reimbursements in Emburse.
• 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.
  • Manage the faculty hiring process by working with department chair to create the interview schedule, reserve rooms in EMS, coordinate catering with Bon Appetite, collaborate with IT, arrange travel accommodations and assist with interview‑day logistics.
• Ensure the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Assist the Finance Department with Budget and Finance related duties including but not limited to:
  • Issuing monthly Banner Budget reports to departments.
  • Reconcile various budgets to Banner, process Journal Entries and assist with managing Activity Codes for the Law School.
  • Assist with Grant related billing, invoicing, reconciliation of payroll and expenses, and audit related inquiries.
  • Update data for Budget forecasting and projection process.
• 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.
• Handle special projects and other 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.

Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for university business. The University and its insurance carrier reserve the right to exclude applicants based on their driving record.

Hiring Range

$20.16 – $26.70 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.

AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.

Anti‑Discrimination/EEO Policy Statement

University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully 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, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.