Program Services Assistant

Job description

Posting Details

Position Information

Job Title Program Services Assistant Union Level Department Pharmacy - Administration Campus Stockton Posting Number 201301619P Full or Part Time Full Time Number of Months 12 Work Schedule

Work performed during standard business hours. Requires some evening and weekend hours.

Position funded for a three (3) year appointment.

Position End Date Open Date 04/15/2019 Close Date Open Until Filled Yes Special Instructions to Applicants

For first consideration please apply before April 25, 2019.

Position Summary Information

Primary Purpose

Under general direction and supervision is responsible for daily operation and administrative support of the program; advising and counseling students for the purpose of supporting their success in their studies which will ensure their successful completion of the graduate programs as well as assisting recruitment efforts in attracting students and increasing enrollment for the PCSP.

Position funded for a three (3) year appointment.

Essential Functions

1.Counsels students regarding placement within program and performs student advising for compliance with university and program requirements (study plan) throughout the student’s studies.
•Closely monitors throughout the academic year the tuition units and graduate assistantship stipend maintained within the designated Graduate School financial budget for the academic year, initiating and submitting the appropriate forms.
•Schedules graduate students for proctor exam assignments and graduate assistant assignments; ensures graduate students and unit personnel are updated with current University information and the hiring process of GA’s.
•Review academic standing each semester and administer student annual evaluations.

2.Acts as a liaison to Admissions, Registrar Office, Graduate School, International Programs, Chemistry Department and Financial Aid Offices to facilitate additional questions or issues regarding PCSP graduate students and prospective students; facilitates pre-registration process.
•Gathers, evaluates and disseminates data of incoming applications in preparation for review by the Pharmaceutical and Chemical Sciences Graduate Program (PCSP). Coordinates the preparation of all academic files for PCSP.
•Reviews and processes incoming transcripts and student academic records for program requirements; verifies required documents and related information pertaining to Commencement; verifies application and related documentation pertaining to students, staff and faculty in regards to records process and maintains student database.
•Assist the recruiting officer for PCSP Programs by communication with students and attending recruiting events, coordinating student visits and creating communication materials, brochures and flyers to market the University and the PCSP to potential students; designs specific forms for PCSP program administration.
•Facilitates PCSP Orientation and initial advising on program requirements.

3.Supports and performs confidential administrative duties for the Associate Dean of Graduate Education and Research, provides student admission and program enrollment information, responds to the unit personnel on general inquiries and information and provides documentation as requested by the Associate Dean.
•Assists the Associate Dean to budget and manage program funds, includes operation budget.
•Plans, organizes and executes major events; schedules and coordinates internal meetings; schedules travel itineraries; and designs, conducts and organizes graduate student orientation.
•Schedule program committee meeting and record meeting minutes.
•Review and revise Graduate catalog relating to PCSP coursework.

4.Performs other duties as assigned or requested.

Minimum Qualifications

•Two (2) to three (3) years administrative experience.
•One (1) to two (2) years of post-high school education with Bachelor’s degree preferred, or equivalent combination of experience, education and training.

Preferred Qualifications

•Ability to communicate a broad range of information about University admission and program requirements.
•Ability to establish and sustain productive working relationships with staff/faculty members and a variety of internal and external working groups.
•Demonstrated ability to develop rapport, communicate and work effectively with students from different cultures and to overcome language barriers.
•Maintain confidentiality of information pertaining to student records.
•Demonstrated ability to organize time independently, write clearly and speak effectively.
•Proficiency with Microsoft Office applications.

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 is performed in typical office environment. Frequent sitting and computer use. Occasional walking and standing. Infrequent bending, kneeling lifting up to 25 lbs.

Work Environment/Work Week/Travel:
Work performed during standard business hours. Requires some evening and weekend hours.

Hiring Range Commensurate with experience, non-exempt 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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How many years have you worked in an academic support role?
    • 0 to 4 years
    • 5 to 9 years
    • 10 + years
  2. * What is your level of proficiency in Microsoft Office?
    • Beginner
    • Intermediate
    • Advanced
  3. * What is your highest level of education?
    • Not available
    • G.E.D./High School Diploma
    • Associate Degree
    • Bachelor's Degree
    • Master's Degree
    • Doctoral Degree
  4. * How did you first learn about this employment opportunity?
    • University of the Pacific Website
    • Craigslist
    • LinkedIn
    • Association of American Colleges and Universities (AAC&U)
    • Chronicle of HIgher Education
    • Diverse Issues in Higher Education
    • Higher Education Recruitment Consortium (HERC)
    • Higher Education Recruitment Consortium - Northern California (NorCal HERC)
    • Modesto Bee
    • Pacific Employee
    • Personal Referral
    • Professional or Association Listserv
    • Publication or website from a professional organization
    • Sacramento Bee
    • San Francisco Chronicle
    • Stockton Record
    • Agency Referral
    • Other Online Job Board
Applicant Documents Required Documents
  1. Resume
  2. Cover Letter/Letter of Application
Optional Documents
  1. Other Document




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Job No:
Posted: 4/16/2019
Application Due: 4/27/2019
Work Type: