Administrative Assistant II
- Employer
- University of the Pacific
- Location
- Stockton
View more
- Administrative Jobs
- Institutional & Business Affairs, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Work performed during standard business hours, overtime may be necessary based on business needs.
Position End DateOpen Date08/01/2019Close DateOpen Until FilledYesSpecial Instructions to ApplicantsFor first consideration please apply before August 18, 2019.
Position Summary Information Primary PurposeUnder the direction of the University Registrar, provides administrative support for the 3-city Office of the Registrar.
Essential Functions1.Performs administrative duties for a unit, school or department using working knowledge of the unit’s policies, procedures and practices.
2.Composes and prepares letters, correspondence, special reports, technical papers, presentations and e-mail using standard software applications and in a form consistent with standard business practice.
Takes meeting minutes for review and/or distribution.
3.Helps develop annual communication schedule for the office, and ensures timely distribution of communications in accordance with the schedule.
4.Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
5.Provides budget and accounting support:
•Processes accounts payable and/or reimbursement requests in timely manner.
•Reconciles and processes Pro-Card activity and statements.
•Runs monthly budget reports from internal system, reviews with supervisor and processes any changes or adjustments requested.
•Manages unit’s cash receipts by tracking and/or posting payments, preparing deposits for approval and submitting to cashier’s office.
6.Monitors office equipment, facilities and duplicating services ensuring all are operational and have no need of repair. Orders unit’s supplies, repair of equipment and facilities when needed or requested.
7.Responds to unit personnel on general inquiries and provides information to those the unit serves.
8.Provides oversight and direction to student employees:
•Creates and monitors schedules
•Assigns and reviews work
•Reviews and submits time sheets
9.Maintains a variety of department records both electronically and manually including but not limited to class enrollments, student records and areas of compliance.
10.Coordinates unit’s calendar of events and ensures unit personnel are updated with current University information.
11.Organizes and/or assists with the coordination of unit events as assigned to include but not limited to:
•Arranges for facilities and equipment set-up as well as technical support
•Requests for payment to vendors/accounts
•Manages event expenses
•Purchases supplies/materials needed for events
•Serves as primary department contact and coordinator to campus departments/units as necessary
•Arranges for guest or presenters to ensure their needs are met.
12.Provides technical support to others within office on University supported software applications and support the update and maintenance of web-site.
13.Recommends new procedures for streamlining administrative duties or office functions.
14.Performs other duties as assigned or requested.
Minimum Qualifications•Two (2) years responsible administrative experience.
•One (1) year of post-high school education.
•Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
•Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications, e-mail, internet and mail merge functions. PowerPoint or similar programs highly desired.
•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.
•Web content management desired.
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. Work performed 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 reserves the right to exclude applicants based on their driving record.
Hiring RangeCommensurate with experience, non-exemptBackground Check StatementApplicants who are selected as final possible candidates must pass a criminal background check.
AA/EEO Policy StatementUniversity 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 QuestionsRequired fields are indicated with an asterisk (*).
- * Do you have two (2) years of responsible administrative experience?
- Yes
- No
- * Do you have one (1) year of post-high school education?
- Yes
- No
- * Do you have a valid Driver's License?
- Yes
- No
- * How did you first learn about this employment opportunity?
- University of the Pacific Website
- Asianlife.com
- Blackperspective.com
- CentralValleyJobs.com
- Craigslist
- Dice.com
- Higheredjobs.com
- Hispanic-Jobs.com
- Indeed.com
- Insidehighered.com
- Lgbtconnect.com
- Metrochamber.org
- Monster.com
- Thelaa.org
- SimplyHired.com
- Workplacediversity.com
- Association of American Colleges and Universities (AAC&U)
- Chronicle of HIgher Education
- Diverse Issues in Higher Education
- EDUCAUSE
- 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
- Resume
- Cover Letter/Letter of Application
- Other Document
Organization
Since its founding in 1851 as California’s first chartered university, University of the Pacific has been transforming the lives of students, enhancing the vitality of its surrounding communities and bringing a pioneering spirit to how we educate and serve.
Pacific is recognized for high-quality academic programs, dedicated faculty mentors and excellent professional preparation built on a strong liberal arts foundation. The university is consistently ranked among the top national universities by U.S. News and World Report and Princeton Review.
University of the Pacific is a dynamic three-city university with campuses in Stockton, Sacramento and San Francisco. With a presence in these three very different and uniquely California cities, Pacific enjoys a truly distinctive footprint in California and the West.
Sacramento
Pacific’s beautiful, tree-lined campus in Sacramento provides a focused learning environment with ties to the power and influence of one of the nation’s most influential capital cities. Complementing the legal studies offered at the McGeorge School of Law, new academic offerings are helping address critical issues at the intersection of law, policy, business and health.
San Francisco
Pacific’s high-tech San Francisco campus is strategically situated the heart of one of the world’s most exciting cities. It is home to one of the premier dental schools in the nation, the Arthur A. Dugoni School of Dentistry, as well as high-quality programs in health, technology, and arts and culture.
Stockton
Pacific’s Stockton campus in the heart of the California Delta country is renowned for its idyllic beauty, breadth of outstanding academic programs, vibrant and supportive campus life, and close, dedicated teaching relationships with students. Serving more than 5,000 students, the campus is home to the liberal arts College of the Pacific, a conservatory of music, and schools of business, education, engineering, international studies, and pharmacy and health sciences.
Beyond Our Gates
Pacific students, faculty, and staff are passionate about enriching their communities and serving those in need. Under faculty guidance, students provide dental care and health services and information to the underserved, legal clinics for those in need, and literacy and educational enrichment programs for local schoolchildren. Students, faculty and staff contribute tens of thousands of hours of volunteer service each year. The Center for Professional and Continuing Education offers degree completion, continuing education, workforce training and lifelong learning programs. Pacific centers and institutes work toward solutions to local and regional issues through community partnerships, education and research.
The Pacific Tigers compete in NCAA Division I athletics primarily as a member of the West Coast Conference. Fielding seven men’s teams and eleven women’s teams, the Pacific Tigers continue to add individual and team successes to an already outstanding performance record, including more than 30 conference championships and more than 60 NCAA tournament appearances.
Pacific offers more than 80 programs of study leading to undergraduate, graduate and professional degrees, as well as accelerated programs in business, education, law, engineering and the health sciences. Total enrollment at all three campuses is more than 6,000 students.
With a focus on teaching, close faculty-student interaction, academic excellence and real-world learning, Pacific prepares individuals for lifelong personal and professional success.
Learn more at Pacific.edu.
Diversity Profile
The University of the Pacific community - including students, faculty, staff, administrators, and alumni - believes that diversity and inclusion are essential to the fulfillment of our institutional mission. We value inclusiveness in learning, curricular and co-curricular programming, campus climate, recruitment, admissions, hiring and retention. We remain deeply committed to promoting and maintaining a civil community that facilitates opportunities for shared understanding and expression of individual and collective truths. Moreover, we resolve to maintain a community that is respectful of all persons despite differences in age, citizenship, disability, ethnicity, gender identity or expression, geographic origin, language, marital status, nationality, philosophical beliefs, race, religion, sexual orientation, or socioeconomic status.
The University of the Pacific community - including students, faculty, staff, administrators, and alumni - believes that diversity and inclusion are essential to the fulfillment of our institutional mission. We value inclusiveness in learning, curricular and co-curricular programming, campus climate, recruitment, admissions, hiring and retention.
We remain deeply committed to promoting and maintaining a civil community that facilitates opportunities for shared understanding and expression of individual and collective truths. Moreover, we resolve to maintain a community that is respectful of all persons despite differences in age, citizenship, disability, ethnicity, gender identity or expression, geographic origin, language, marital status, nationality, philosophical beliefs, race, religion, sexual orientation, or socioeconomic status.
We are committed to all members of the Pacific community becoming competent and ethical citizen leaders able to interact effectively and ethically in an increasingly multicultural society and global economy. This transformative process is accomplished through our distinctive integration of liberal arts and professional education promoting innovation, open discourse and dialogue, leadership development, experiential learning and self-reflection.
Multicultural Affairs is dedicated to the creation and sustainability of a culturally inclusive community across and within the boundaries of culture, sexual orientation, gender, and other social identities. In service to and in partnership with students, faculty, staff, alumni, and other friends, Multicultural Affairs offers programs, services, and sponsorships such as cultural heritage month observances, diversity leadership retreats, and intercultural trainings that meet the educational and cultural needs of all members of the Pacific community.
- Website
- http://www.pacific.edu/
- Telephone
- 209.946.2011
- Location
-
3601 Pacific Avenue
Stockton
CA
95211
US
Get job alerts
Create a job alert and receive personalized job recommendations straight to your inbox.
Create alert