Administrative Assistant

Administrative Assistant

Union Level: V
Department: Arthur A. Dugoni School of Dentistry
Campus: San Francisco
Posting Number: 201301142P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule:
Position End Date:
Open Date: 09/08/2017
Close Date:
Open Until Filled: Yes
Special Instructions:

Primary Purpose:
Under the general supervision of the manager, provides administrative support and coordination activities for academic programs and operations.

Essential Functions:
  • Perform administrative support duties to include: schedule appointments, receive and screen calls; process petty cash reimbursements, leave and travel requests; prepare business office related forms; make travel and meeting arrangements; assist with submission of time records and distribution of department mail.

  • Support academic courses to include: site creation in Learning Management System (LMS); upload documents, grades, and presentations; preparation of course material; course curriculum database updates; compilation of results from surveys; track student attendance; reserve rooms and assist with class room set up; create seating charts; assist with utilization of classroom technology for quizzes/exams.

  • Compose and process academic and clinical documents; create and maintain database of necessary academic and clinical information; gather data to produce comprehensive reports.

  • Enter exam questions, score exams, and produce grading reports; create and maintain spreadsheets to record and calculate interim and final percentage scores; coordinate student review of exams; coordinate department test cases.

  • Review faculty appointment and/or status change documentation for accuracy; enter and maintain up to date information including quarterly schedules, academic rank, and certification/credentialing documentation and DEA information.

  • Create and maintain quarterly clinic schedules, break coverage, and rosters/information sheets; distribute to the main clinic and stakeholders.

  • Coordinate clinic coverage for faculty absences; track and report faculty absences; inform chairperson and appropriate clinic staff/faculty.

  • Orient new faculty members to dental school/department policies; assist with I.D. badge, axiUm access, computer needs, locker assignments and lab coats.

  • Coordinate special projects and events to include but not limited to Excellence Day and the Main Clinic Guidebook.

  • Support student outreach, community programs; maintain SCOPE master calendar; support for extramural site rotation, and dental hygiene student rotations.

  • Participate and support long term goals and strategies to meet changing needs of the department and dental school.

  • Assist other administrative units; coordinate on-boarding support with new team members.

  • Perform all other duties as assigned by Manager or Assistant Dean of Academic Affairs.

    Minimum Qualifications:
    Knowledge of:
  • Principles of business letter and report writing.
  • Intermediate level Microsoft Word, Excel, Access, PowerPoint, Adobe Photoshop, and e-mail systems

    Ability to:
  • Take initiative in time management, organize assignments and set priorities to meet multiple deadlines
  • Work effectively and accurately with multiple interruptions
  • Work productively under pressure with minimal supervision; contribute and collaborate positively within a team environment.
  • Use educational computer programs/classroom technology utilized for creating, scoring, and grading student examinations.
  • Maintain high level of confidentiality of information.
  • 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.
  • Operate a variety of office/business machines to include computer, copier and scanner.

  • Minimum of 3 years administrative support experience.

  • High school diploma or equivalent.

    Preferred Qualifications:
  • Previous experience in an academic setting highly desirable.
  • Knowledge of current educational technology resources and online resources (i.e. PubMed).
  • Knowledge of dental/medical terminology.
  • Knowledge of Canvas desirable.
  • Type 65 wpm.

    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.

  • Work performed is primarily general office/administrative with frequent use of computer keyboard and phone.
  • Requires sitting majority of the working day; occasional standing, bending and walking.
  • Occasional lifting of up to 15 pounds should be anticipated.

    Working Conditions:
  • Position is five (5) days per week, seven and one half (7.5) hours per day.
  • Occasional overtime/weekend work may be required.

    Hiring Range: $29.81/hour

    To apply, visit:

    Background Check Statement:
    Applicants who are selected as final possible candidates must be able to pass a criminal background check

    AA/EEO Policy Statement:
    University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not 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.

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