Administrative Assistant (Temporary Pool)

University of the Pacific; Stockton (CA); On-site; USD 28,000 - 44,000; Part time

Job summary

University of the Pacific, Stockton campus, seeks an Administrative Assistant for a temporary pool in the Conservatory of Music. This part-time, six-month role supports faculty and staff with clerical tasks, calendar coordination, meeting logistics, and travel arrangements.

Strong communication, organization, and confidentiality are essential, as is customer service for employees and stakeholders. Responsibilities include preparing documents, managing records, and processing invoices while

Qualifications

• High school diploma and 1 year office experience.
• Preferred Associate degree or related coursework.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).

Responsibilities

• Provide administrative support to managers and department staff.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
• Manage calendars, schedule meetings, coordinate appointments, and arrange conference rooms or virtual meetings.
• Screen and direct telephone calls, emails, and visitors appropriately.
• Organize and maintain filing systems, records, and departmental documents.
• Coordinate travel arrangements and prepare travel-related documentation and expense reports.
• Assist with meeting planning, including agendas, materials, minutes, and follow-up actions.
• Process invoices, purchase requisitions, expense reports, and other routine administrative transactions.
• Monitor office supply inventory and coordinate purchasing activities.
• Compile, track, and maintain data, records, and reports using spreadsheets and databases.
• Support department projects by coordinating timelines, gathering information, and following up on action items.
• Maintain confidentiality of sensitive information and records.
• Interpret and apply established policies, procedures, and administrative guidelines.
• Provide customer service and respond to inquiries from employees, customers, vendors, and other stakeholders.

Skills

Strong written and verbalcommunication

Excellent organizational, time mgmt, &

Strong customer service & inter-person

Discretion & confidentiality

Independent & team collaboration

General office practices & admin

Education

High school diploma

Associate degree or related coursework preferred

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Teams

Job description

Administrative Assistant (Temporary Pool)

Department: Conservatory of Music
Campus: Stockton
Part Time
6 months
Work Schedule: Work is performed during standard hours; Additional hours may be required to meet business needs or deadlines.

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

Position Summary Information

Primary Purpose

Under general supervision, provides administrative support to fulfill the objectives of a large department, unit, or school and serves as the primary point of contact for the assigned unit.

For positions supporting academic units, additional responsibilities may be assigned that are specific to serving and supporting faculty and students.

Essential Functions

• Provide administrative support to managers and department staff.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
• Manage calendars, schedule meetings, coordinate appointments, and arrange conference rooms or virtual meetings.
• Screen and direct telephone calls, emails, and visitors appropriately.
• Organize and maintain electronic and paper filing systems, records, and departmental documents.
• Coordinate travel arrangements and prepare travel-related documentation and expense reports.
• Assist with meeting planning, including preparing agendas, materials, minutes, and follow-up actions.
• Process invoices, purchase requisitions, expense reports, and other routine administrative transactions.
• Monitor office supply inventory and coordinate purchasing activities.
• Compile, track, and maintain data, records, and reports using spreadsheets and databases.
• Support department projects by coordinating timelines, gathering information, and following up on action items.
• Maintain confidentiality of sensitive information and records.
• Interpret and apply established policies, procedures, and administrative guidelines.
• Provide customer service and respond to inquiries from employees, customers, vendors, and other stakeholders.
• 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

• High school diploma.
• One (1) year of experience working in an office environment.

Preferred Qualifications

• Associate degree or related coursework preferred.
• Knowledge of general office practices, procedures, and administrative support functions.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Excellent organizational, time management, and prioritization skills.
• Ability to maintain accuracy and attention to detail while managing multiple assignments.
• Strong customer service and interpersonal skills.
• Ability to exercise discretion and maintain confidentiality.
• Ability to work independently and as part of a team.
• Basic understanding of office budgeting, purchasing, and recordkeeping processes.
• 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

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 Environment/Work Week/Travel:

Requires extended periods of sitting and repetitive hand/wrist motion while using a computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.

Work is performed during standard hours; Additional hours may be required to meet business needs or deadlines.

Hiring Range

$20 - $32 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.