Nursing Department and Academic Support Coordinator (Temporary Employee Pool)

University of the Pacific; Stockton (CA); On-site; USD 30,000 - 39,000; Part time

Job summary

University of the Pacific in Stockton, CA seeks an administrative support professional for the Nursing Program under general supervision to coordinate academic, clinical, and programmatic needs using knowledge of unit policies and practices.

The role handles front desk duties, mail, scheduling, room reservations, reimbursements, procurement, meeting support, exam coordination, and event assistance, with emphasis on confidentiality and professional communication.

Qualifications

• Education: Bachelor’s degree or two years of full-time related experience.
• Experience: Minimum of 2 years of increasingly responsible administrative support.

Responsibilities

• Receive guests, answer phones, greet visitors, and manage mail and parking.
• Process reimbursements, invoices, and orders; coordinate supplies and events.
• Meeting support: book rooms, send invites, prepare agendas, and take minutes.
• Assist with exam scheduling, proctoring, and data entry for HESI/ExamSoft.
• Maintain calendars and confidential documents; support special projects and events.

Skills

Microsoft Word

Microsoft Excel

Microsoft Access

PowerPoint

Adobe Photoshop

Email systems

Time management

Organizational skills

Education

Bachelor’s degree or 2 years related experience

Tools

Office software suite

Job description

Primary Purpose

Under general supervision, provides administrative support for the Nursing Program. Participates in the coordination of academic, clinical, and programmatic needs for the unit, school, or department using working knowledge of the unit’s policies, procedures, and practices.

Primary Purpose

Under general supervision, provides administrative support for the Nursing Program. Participates in the coordination of academic, clinical, and programmatic needs for the unit, school, or department using working knowledge of the unit’s policies, procedures, and practices.

Essential Functions

Receive guests; Answer telephones, greet guests, receive and distribute mail, and arrange parking for guests. Submit Department Work Orders and EMS reservations for room reservations. Process reimbursements/check requests and invoices for department and grant expenditures; coordinate, maintain, place, and track orders for office/department supplies and printing requests; interact with vendors; arrange hotel stays and honorariums for speakers. Meeting support: arranging and booking meeting rooms, sending out calendar invites, preparing agendas, taking minutes at department meetings, and arranging for any catering needs. Orders educational and program supplies and assists with printing needs. Maintain various departments and master program calendars and directories. Assist with exam database and exam scheduling and proctoring ( HESI , Examsoft, etc.). Assist with student HESI assessment tracking and data input, as required. Maintain confidential documentation. Uploading documents, compiling results from surveys. Provide coordination and support for department special projects and events (i.e., student ceremonies, open house, orientations, etc.) to include submitting supply and catering orders, event day support, and follow-up processes; Assists with student and prospective student inquiries and routine inquiries as appropriate. Provides recruitment and Clinical Services support as assigned. Assists with support as a user of other software for educational activities as assigned. Assists in lab activities as needed. Perform all 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

Education: Bachelor’s degree or two years of full-time experience in the same or similar position is equal to one (1) year of completed post high school education coursework. Experience: Minimum of 2 years of increasingly responsible administrative support experience.

Preferred Qualifications

Experience: Previous experience in an academic setting is highly desirable. Knowledge Of: Office methods and procedures. Intermediate level Microsoft Word, Excel, Access, PowerPoint, Adobe Photoshop, and e-mail systems. Ability To: Manage time, organize duties/assignments, and set priorities to meet multiple deadlines. Take initiative in organizing and maintaining departmental responsibilities, projects, and procedures. Work productively under pressure with minimal supervision. Demonstrate excellent attention to detail, problem-solving, judgment, customer service, and follow-through skills. Project a professional image, demonstrate strong interpersonal skills, and communicate in a collegial and professional manner with administrators, faculty, staff, and students. Communicate effectively and professionally with all constituencies. Work independently or as part of a team. Resolve routine and complex problems with minimal consultation. 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

Work performed during standard business hours. This is a non-benefit eligible, temporary position.