Coordinator

University of the Pacific; Stockton (CA); On-site; USD 52,000 - 78,000; Full time

Job summary

University of the Pacific in Stockton, CA seeks an experienced administrative professional to support the Dean and Executive Associate Dean. Duties include calendar management, coordinating teleconferences, preparing communications, and maintaining the Dean's office with a focus on professionalism and visitor experience.

The role requires at least three years in a similar setting, strong organizational and communication skills, and the ability to handle multiple priorities with discretion.

Qualifications

• Minimum of three (3) years of progressively responsible administrative support experience, preferably in a higher education, healthcare, or executive office environment.
• Experience coordinating meetings, events, calendars, and administrative processes requiring independent judgment and attention to detail.
• Knowledge of office methods and procedures; proficiency with business correspondence.
• Strong written and verbal communication skills and ability to maintain confidentiality.

Responsibilities

• Provide comprehensive administrative support to the Dean and Executive Associate Dean, including calendar management and meeting coordination.
• Coordinate teleconferences, videoconferences, and virtual meetings with logistical support.
• Prepare and distribute invitations, agendas, and correspondence for the Dean.
• Maintain the Dean’s office space and reception area in a professional, organized state.
• Process invoices and assist with procurement and payment processing in line with policy.

Skills

Calendar management

Meeting coordination

Administrative support

Written and verbal communication

Education

High School Diploma or equivalent

Bachelor’s degree or equivalent

Tools

Banner

Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams)

Job description

Primary Purpose

Under the general supervision of the Executive Associate Dean or Dean provides comprehensive administrative, operational, and event coordination support for the Office of the Dean. and provides general administrative support to the Dean and Executive Associate Dean. 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.

Essential Functions

• Provide comprehensive administrative support to the Dean, including:
• Coordinating the Dean’s calendar to ensure meetings and commitments are effectively prioritized and executed on schedule.
• Organizing and facilitating teleconferences, videoconferences, and virtual meetings,ensuring all logistical requirements are met.
• Preparing and distributing meeting invitations, agendas, reminders, and related correspondence on behalf of the Dean.
• Coordinating the routing, tracking, and timely processing of documents requiring the Dean’s review and signature.
• Serving as the primary point of contact for visitors, faculty, staff, students, and external guests meeting with the Dean, ensuring a professional and welcoming experience.
• Drafting, proofreading, and preparing professional communications, reports, and correspondence.
• Maintaining Room 401 and the adjacent reception area in a professional, organized, and guest-ready condition.
• Monitoring office supply inventory and coordinating the procurement of supplies and refreshments to support daily operations.
• Coordinate and manage logistics for the semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner, including planning, communications, and event execution.
• Process invoices, prepare requisitions, and collaborate with the Business Office to facilitate purchase orders and timely payment processing in accordance with institutional policies.
• Maintain accurate student and alumni records using Banner and other university information systems.
• Coordinate and manage logistics for the semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner, including planning, communications, and event execution.
• Process invoices, prepare requisitions, and collaborate with the Business Office to facilitate purchase orders and timely payment processing in accordance with institutional policies.
• Maintain accurate student and alumni records using Banner and other university information systems.
• Provide administrative support for the Tau Kappa Omega Honor Society, including membership administration, business meeting coordination, event planning, and annual convocation activities.
• Serve as a resource for student and alumni information by researching and verifying contact and demographic data to support departmental initiatives and communications.
• Provide cross-functional administrative coverage and operational support for other departmental administrative staff as needed to ensure continuity of service.
• Deliver exceptional customer service to students, faculty, staff, alumni, and external constituents while fostering a welcoming, collaborative, and humanistic environment aligned with the University’s mission and values.
• Provide administrative and project support to the Executive Associate Dean, including assistance with scheduling, communications, and special initiatives.
• Prepare and distribute meeting agendas, briefing materials, reports, presentations, and supporting documentation; ensure participants receive materials in advance and are adequately prepared.
• Monitor meeting schedules and proactively send reminders, confirmations, and follow-up communications to ensure attendance and participation.
• Take initiative to identify scheduling conflicts, prioritize urgent matters, and recommend solutions to maximize the Dean’s effectiveness and availability.
• Provide occasional administrative support to the Executive Associate Dean or Dean.
• Perform all other duties as assigned by the Executive Associate Dean or Dean.

Minimum Qualifications

• Knowledge of: Office methods and procedures.
• Principles of business letter and report writing.
• Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams Database and information management systems Meeting planning and coordination.
• Experience: Minimum of three (3) years of progressively responsible administrative support experience, preferably in a higher education, healthcare, or executive office environment.
• Experience coordinating meetings, events, calendars, and administrative processes requiring independent judgment and attention to detail.
• Education: High School Diploma or equivalent.

Preferred Qualifications

• Knowledge of: Knowledge of Banner software helpful.
• Ability to: Maintain confidentiality of materials and information.
• Demonstrate effective and professional written and verbal communication skills with all constituents.
• Demonstrate excellent organizational skills and handle multiple projects simultaneously.
• Demonstrate strong attention to details and accuracy.
• Exercise independent judgment and discretion.
• Work independently or as a part of a team.
• Type minimum of 50 wpm.
• Experience: Previous experience in an educational institution desirable.
• Education: Bachelor’s degree or equivalent.
• Additional certifications in administrative functions.
• Other: 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.

Work Schedule

Position is eight hours per day, five days per week. Must be available for occasional weekend and evening assignments.