Administrative Assistant II

Job description

Administrative Assistant II

Union Level:
Department: Provost
Campus: Stockton
Posting Number: 201301300P
Full or Part Time: Full Time
Number of Months: 12
Work Schedule: Work performed during standard business hours, may have to work occasional weekends.
Position End Date:
Open Date: 03/12/2018
Close Date:
Open Until Filled: Yes
Special Instructions: For first consideration, please apply by March 26, 2018.

Primary Purpose:
Under the direct supervision of the Associate Dean of Accreditation and External Programs, the Administrative Assistant II will be responsible for providing proactive and advanced level administrative, operational, secretarial, and office management support. This person will serve as the primary contact for the Associate Dean and provide direct support to the Associate Dean on academic and administrative related activities such as coordinating and scheduling various meetings, travel, events and other activities; managing the Associate Dean's ever-changing calendar, assisting in developing and distributing meeting agendas and minutes, reports and other correspondences; collaborating with the Administrative Assistant III, Business Manager and/or Administrative Assistant I regarding budgetary, administrative and operational logistics on the behalf of the Dean's Office; and responding to routine inquiries and/or issues from external or internal sources with own correspondence and/or other messaging.

The Administrative Assistant II also will be responsible to providing direct support to the Assistant Dean/Director of Development on administrative related activities such as, coordinating and disseminating correspondences and letters for donors, alumni, scholarships, fundraising and other events, projects and activities related to developing and maintaining BSE's donor and alumni relations.

Essential Functions:
Assist and support the Assistant Dean/Director of Development with the following essential functions:
1. Compose and distribute routine correspondences, acknowledgments and memoranda.

2. Develop and maintain databases of applicants, recipients, etc. of gift, donor and endowment funds, student scholarship funds, honors programs funds and other stewardship funds and projects, as needed.

3. Manage donor and student stewardship by reviewing weekly gift transmittals; coordinating stewardship activities, including, but not limited to, student correspondence with donors, as needed.

4. Provide logistical support for scholarship and grant administration process.

5. Support the coordination of donor and alumni relations events, including, but not limited to, organizing schedules, timelines, and budgets; tracking guest attendance; vendor coordination; collateral printing; event marketing and promotion; and day-of logistics, as assigned.

Assist and support the Associate Dean of Accreditation and External Programs with the following essential functions:
1. Participate and contribute to team meetings and other initiatives involving student support, credentialing, school districts, external programs, assessment and accreditation.

2. Employ, train, supervise and evaluate work-study student(s), to include providing assistance in tracking and maintaining work-study student work hours and budgetary expenses for BSE.

3. Collaborate with departmental administrative assistants and/or administrative offices regarding collection and submission of course syllabi; coordination and management of personnel paperwork (i.e., submission of timesheets and tracking sick, flex and annual leaves and procedures) and procedures; coordination of the Course Evaluation process, academic-related deadlines and documentation; and coordination, marketing and promotion of BSE’s special events, such as Commencement, lecture series, student-related activities, staff-related activities, faculty-related activities, etc.

4. Collaborate with the staff associated with the Dean’s Office and under the direct supervision of the Associate Dean to provide oversight of routine office operations and general information distribution as well as ensure and maintain a supportive atmosphere by providing a comprehensive, exceptional and consistent quality customer service experience for visitors, donors, students, alumni, faculty, staff, parents, etc., to include responding to walk-in visitors and inquires, managing incoming calls, serving as a liaison for on- and off-campus communications, being proactive in problem-solving, seeking out resolutions, streamlining administrative duties and office functions, providing recommendations disseminating information and announcements, etc.

5. Schedule and coordinate reservation of available classrooms and conference rooms in BSE, to include assisting with the coordination and update BSE’s school calendar with events, University deadlines, academic activities, etc.

6. Compose and prepares informal and formal letters, correspondences, special reports, meeting agendas, technical papers, memoranda of agreement (MOAs), letters of appointment, presentations and/or emails in a form consistent with standard business practice, to include recording meeting minutes for review and/or distribution

7. Schedules and/or arranges meetings, travel, lodging for the Associate Dean and/or campus visitors, to include ensuring that reimbursements are documented and processed in a timely manner.

8. Develop and maintain various databases and records for assessment, accreditation, contracts, letters of appointment, MOAs, reporting (national, regional, state and federal), policies, procedures, class enrollments, student records and areas of compliance, etc., as directed and needed.

9. Provide budget and accounting support for the Dean’s Office, as needed:

  • Process accounts payable and/or reimbursement requests in timely manner
  • Reconcile and process Pro-Card activity and statements

    10. Monitor office equipment and facility, to include duplicating services to ensure that all are operational and have no need of repair:
  • Orders unit’s supplies and submit service ticket for repair of equipment and facilities when needed or requested.

    11. Coordinate the Associate Dean’s calendar, to include initiating communication/contact and follow-ups with appropriate faculty, staff, representatives from administrative and academic units, visitors, etc. to schedule and/or confirm meetings, events, activities, etc.

    12. Provide assistance to students, as needed, by:
  • Responding to questions on class registration and class requirements.
  • Responding to inquiries on degree progress or requirements or completion of forms.
  • Maintaining student and faculty records for the Dean’s Office in accordance with FERPA guidelines.
  • Referring students to the appropriate faculty, department and/or administrative office for counsel or other resources.

    13. Perform other duties as assigned or requested

    Minimum Qualifications:
  • Two (2) years responsible administrative experience, using current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email.
  • One (1) year of post-high school education.

    Preferred Qualifications:
  • Bachelor’s degree desired.
  • At least two years of strong administrative experience in providing senior-level administrative support preferred.
  • Experience in providing administrative oversight to unit and staff
  • Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications and mail merge functions.
  • 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.
  • Ability to work in a fast-paced and evolving work environment.
  • Ability to multi-task and work effectively on several projects at the same time.
  • Ability to be proactive and take the initiative, when warranted.
  • Familiarity with basic budget and bookkeeping procedures.
  • Able to learn and understand federal higher education policies (i.e. FERPA).
  • Able to develop and manage a complex system of auditing, evaluating, and analyzing information.
  • Ability to manage and lead projects as assigned independently and/or in collaboration with others.
  • Experience working with confidential and sensitive material and data.
  • Possess strong organizational skills.
  • Possess strong analytical skills.

    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 performed in typical office environment, sitting and keying constantly, occasional walking, standing, stooping, bending and lifting. May lift up to 25 pounds.

    Work Environment/Work Week/Travel:
    Work is primarily performed in a standard office environment. Work performed during standard business hours, may have to work occasional weekends.

    Hiring Range: Min $15.29 per hour to Mid $19.81 per hour, non-exempt

    To apply, visit:

    Background Check Statement:
    Applicants who are selected as final possible candidates must 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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    Job No:
    Posted: 3/14/2018
    Application Due: 5/13/2018
    Work Type: