Administrative Assistant III

University of the Pacific; Stockton (CA); On-site; USD 28,000 - 37,000; Full time

Job summary

University of the Pacific in Stockton, CA is seeking an Administrative Assistant III to provide high-level administrative support for the Department of Physical Therapy. The role supports the Program Manager, Director of Clinical Education, Department Chair, faculty, and clinical instructors.

Responsibilities include liaison with clinical site coordinators, database management, scheduling, travel arrangements, and maintenance of records.

Qualifications

• Two years of post-high school education required.
• Three years of experience providing high-level, professional administrative support.
• Excellent communication and interpersonal skills are essential.
• Solid English composition skills with ability to create, compose and edit letters and other materials.
• Ability to exercise diplomacy and interact calmly with people in diverse circumstances.

Responsibilities

• Support the Director of Clinical Education: liaise with clinical site coordinators, manage the clinical education database, monitor deadlines with vendors, and prepare correspondence for instructors and sites.
• Student support: manage student document management website and onboarding; ensure calendar, room scheduling, and textbook orders comply with department policies.
• Provide budget and financial support: reconcile and process Procurement Card activity and statements.
• Manage calendars for the Department of Physical Therapy, schedule classes, and book classrooms as needed.
• Coordinate events and faculty meetings, including catering, technical support, and invitations.
• Maintain records, prepare letters, verify information, and maintain filing systems across departments.

Skills

Excellent communication and Interper­­

Interpersonal skills

English composition skills

Education

Two (2) years of post-high school education

Job description

Administrative Assistant III

The Administrative Assistant III position performs administrativesupport activities for the Program Manager, Director of ClinicalEducation, Department Chair, the clinical instructors, and facultyof the Department of Physical Therapy.

The functions listed are representative of duties typicallyperformed by this position. Staff may perform some but not alland/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 contractagreements between University and database vendors.
   • Create or develop correspondence and communications withclinical instructors and clinical sites.
2. Student Support:
   • Manage the student document management website and onboardingprocess for all students in compliance with site-specificrequirements.
   • Ensure compliance with department policies and procedures forcalendars, room scheduling, and textbook orders.
3. Provide Department of Physical Therapy with budget andfinancial support:
   • Reconciles and processes Procurement Card activity andstatements
4. Manage calendars for Department of Physical Therapy, classschedules, and book classrooms as needed.
5. In coordination with Program Manager coordinate logistics forDepartment of Physical Therapy events and faculty meetings whichmay include catering, technical support, meeting invitations, guestlists, and booking rooms.
6. Maintain records, prepares letters and forms, special reports,verifies information and resolves issues requiring knowledge ofDepartment of Physical Therapy operations. Maintain office filingsystem including hardcopy system, electronic document management,and various databases.
7. Ensure confidentiality of student records and compliance withall applicable regulations pertaining to records management,privacy, and confidentiality.
8. Schedule and/or arrange meetings, travel, lodging forDepartment of Physical Therapy faculty, staff, and guests.
9. Participate in staff training to continue ongoing professionaldevelopment.
10. Monitor office equipment, facilities, and duplicating servicesto ensure that all are operational.
11. Order supplies and request repairs of equipment and facilitiesas needed or requested.
12. Ability to adapt to emerging technology.
13. Recommend new procedures for streamlining administrative dutiesor office functions.
14. Perform miscellaneous duties as assigned or requested.

University of the Pacific recognizes that diversity, equity, andinclusion is foundational to the success of our valued students andemployees. We prioritize policy and decision-making thatdemonstrates awareness of, and responsiveness to, the wayssocio-cultural forces related to race, gender, ability, sexuality,socio-economic status, etc. impede or propel students, faculty andstaff.

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 peoplein a variety of circumstances in a calm, supportive manner.
• Capacity to multi-task, organize resources, and establishpriorities in a fast-paced, demanding environment.
• Ability to assume responsibility and work effectively withminimum supervision.
• Ability to coordinate a variety of activities, correctlyinterpret directions and work well under tight deadlines iscrucial.
• Experience and sensitivity in working with people of diversebackgrounds and cultures.
• Demonstrated experience in advancing social justice, equity,and inclusion in a university setting.
• Ability to engage and integrate culturally responsive practicesand knowledge in their work.

Physical Requirements:

The physical demands described here are representative but notdefinitive of those that must be met by an employee to successfullyperform the essential functions of this job. Reasonableaccommodations may be made to enable individuals with disabilitiesto perform the essential functions.

Work is primarily performed in a standard office environment withuse of computer and phone. Requires extended periods of sitting andrepetitive hand/wrist motion while using computer keyboard andphone. 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. Worktypically performed during standard business hours in person.

Hiring Range:

$20.16 - $26.70 per hour We consider factorssuch as, but not limited to, scope and responsibilities of theposition, candidate's qualifications, internal equity, as well asmarket and organizational considerations when extending anoffer.

Background Check Statement:

All applicants who receive a conditional offer of employment arerequired to execute a release and authorization for a backgroundscreening.

AB 810 Misconduct Disclosure Requirement:University of the Pacific complies with California Assembly Bill810, requiring candidates accepting conditional job offers todisclose any final administrative or judicial findings, ongoingproceedings, allegations, resignations under investigation, orappeals related to sexual harassment or misconduct within the pastseven years.