Administrative Assistant III

Administrative Assistant III

Primary Purpose:
Reporting to the Associate Dean for Academic Affairs in the College of the Pacific, this position performs a wide variety of administrative support activities for the College and serves as the primary point of contact for the assigned unit. The position also serves as a liaison between the Associate Deans, students, faculty, University offices, and the external community as well as a leader among other support staff. The position functions under minimal general supervision, independently performing challenging work in a high volume, fast-paced environment.
The essential functions listed below are intended to identify those generally assigned. Other responsibilities may be assigned that are unit specific and based on business need.

Essential Functions:
Pacific Technology Coordination and Support:

• Computer Refresh Program: Oversee the record-keeping, ordering, billing, and warranty tracking of faculty and staff computers within the College. Coordinate with Pacific Technology for the distribution of computers and peripherals to faculty, staff, and classrooms. Collaborate with the COP budget director to review the charges and ensure they are correctly applied to the appropriate index.
• Liaise with Pacific Technology: Serve as a primary point of contact between the College and Pacific Technology, relaying questions and concerns in both directions and updating the Dean's Office about changes to technology, services, and policies affecting College faculty and staff.

Support Associate Dean for Academic Affairs Functions:

• Block Scheduling: Compile information from each department chair in preparation for scheduling their incoming freshmen, including which courses students should be enrolled in based on their major. Provide reports for the Associate Dean to help with enrollment decisions. Assist in creation of student schedules as needed. Provide overrides to faculty and their advisees (incoming students). Make advisor assignments in Banner or its successor system.
• Orientation Activities: Reserve rooms for orientation and Week of Welcome (new student orientation) activities. Assist in answering questions and connecting new students to academic and university resources.
• Faculty Development: Provide administrative support for College faculty development opportunities, including College-wide training opportunities.
• Experiential Learning Overload Compensation: Request intent forms from faculty at the beginning of each semester. Collect, review for completeness, and submit to Associate Dean for Academic Affairs for approval. Request final grades and assessment report at the end of the term for payment. Prepare and submit EPAFs for faculty payment.
• Summer Session: Hire all College faculty teaching Summer Session courses (e.g., EPAFs, appointment letters, payment information) for each summer session.
• Faculty Database: Assist in the maintenance of a College faculty database, including office and contact information, courses taught, College and university service, leaves, and promotion and tenure progress.
• Spanos and Corson Teaching Awards: Collect faculty nomination packets and distribute to award committee members.

Wendell Phillips Center and Humanities (Annex):

• Building Coordination: Monitor appearance and maintenance of Wendell Phillips Center building and rooms (e.g., offices, conference rooms, and College and centrally-funded classrooms). Provide assistance as appropriate for program-funded classrooms. Send FAMIS requests to Facilities (e.g., HVAC adjustments, items in need of repair/replacement, and new carpet/paint) and liaise with Facilities as needed.
• Key Management: Maintain records for all keys within Wendell Phillips Center, including key distribution to faculty and staff. Maintain a complete set of classroom and office keys. Assist faculty when rooms are locked during business hours.
• Access: Set up key card access to and within buildings for faculty and staff. Monitor university calendar to ensure external doors are unlocked on correct days/times. Set up TS main access.
• Custodial Services: Work with Custodial Services to ensure classrooms are locked and unlocked at correct times.

Facilities Coordination:

• Key master for the College: Act as the designated key master for the College. Interface with University Locksmith when questions arise about key requests for College buildings and rooms.
• FAMIS Requests: Track and coordinate high-level FAMIS requests, ensuring timely completion, accurate documentation, and resolution of issues.
• Appearance of College Buildings: Coordinate with administrative assistants in other College buildings to ensure uniformity in classroom furniture and building appearance. Assist with FAMIS requests and coordination with Facilities as needed.

College Committee Support:

• College Curriculum Committee: Gather and upload materials from submitting faculty for the committee. Review materials and set agenda with the faculty committee chair. Attend monthly meetings and take minutes. Upload approved items to the next committee for further approval.
• Committee on Courses and Standards: Receive and compile student petitions as needed. Transmit completed petitions to Associate Dean for Student Success for review.

Program Review:

• Coordinate Visits by External Reviewers: Assist in recruiting external faculty reviewers. Create campus visit schedule, arrange meals, hotel, travel, support while they're on campus. Set up paperwork for payment of stipend/reimbursement.

Administrative Support to the College Associate Deans:

• Provide administrative support to the Associate Deans in a variety of functions/areas using working knowledge of the unit's policies, procedures and practices that may include but are not limited to:
  • Serve as key contact for office, greeting guests, managing requests for information, answering phones, and determining priority of calls and messages and mail.
  • Maintain complex calendar, prioritizing multiple meetings, events, travel plans, and activities.
  • Support project, initiatives, and activities that impact school, and academic department.
  • Create or develop correspondence and communications.
• Compose and prepare email, letters, correspondence, special reports, technical papers, presentations and e-mail using standard software applications and in a form consistent with standard business practice. Take meeting minutes for review and/or distribution.
• Schedule and/or arrange meetings, travel, lodging for unit personnel or visitors and ensures reimbursements are made when appropriate.
• Provide budget and accounting support as required: Process accounts payable and/or reimbursement requests in timely manner. Submit purchase requests through university systems (e.g., Cobblestone and Chrome River). Reconcile and process Pro-Card activity and statements.
• Recommend new procedures for streamlining administrative duties or office functions.
• Respond to unit personnel on general inquiries and provide information to those the unit serves.
• Provide oversight and direction to student employees as required: Create and monitor schedules, assign and review work, and review submitted time sheets.
• Maintain a variety of unit records both electronically and manually including but not limited to class enrollments, student records, faculty records, and areas of compliance.
• Coordinate with the College Director of Marketing and Communication to update unit's calendar of events and ensure unit personnel are updated with current University information.
• Organize and/or assist with the coordination of unit events as assigned to include but not limited to: Arrange for facilities and equipment set-up and technical support, request payment to vendors/accounts, manage event expenses, purchase supplies/materials needed for events, serve as primary department contact and coordinator to campus departments/units as necessary, and arrange for guests or presenters to ensure their needs are met.

Student Assistance:

• General assistance: Respond to inquiries on degree progress or requirements or completion of forms. Refer students to faculty for appropriate counsel or recommending other resources if necessary.

Perform other duties as assigned or requested.

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.de or propel students, faculty and staff.

Minimum Qualifications:

• Two (2) years of post-high school education.
• Three (3) years of experience providing senior level administrative support.
• Two (2) years of responsible administrative experience, using current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email.

Preferred Qualifications:

• BA or BS from a four-year university.
• Demonstrate proficiency in the use of computer office software including word-processing, spreadsheet applications and mail merge functions. PowerPoint or similar programs highly desired.
• Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
• Capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
• Ability to multi-task, organize resources and establish priorities in a fast-paced, demanding environment.
• Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines.
• Excellent verbal and written communications skills; ability to establish and maintain effective working relationships with staff, departments, and others.
• Excellent phone & customer service skills, office organization, event/meeting scheduling and records management skills.
• Familiarity with basic budget and bookkeeping procedures.
• Intermediate skills in MS Office suite, experience using databases, internet navigation and research.
• Web content management experience.
• 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.

Duties require constant sitting and repetitive motion while using computer keyboard and phone. Frequent walking, standing and simple grasping. Occasional climbing stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. May be required to lift/carry up to 25 lbs.

Work Environment/Work Week/Travel:Work is performed primarily in a standard office environment during standard business hours. Overtime may be necessary based on business needs.

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 - $26.34 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.

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