Primary Purpose: Under general supervision provides administrative support to fulfill objectives of a large department, unit, or school and serves as the primary point of contact for assigned unit.
For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty and students.The essential functions listed below are intended to identify those generally assigned, the position may perform many but not all, in addition, other responsibilities may be assigned that are unit specific and based on business need.
Essential Functions: 1. Performs administrative duties for a unit, school or department using working knowledge of the units 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. Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
4. 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 units cash receipts by tracking and/or posting payments, preparing deposits for approval and submitting to cashiers office.
5. Monitors office equipment, facilities and duplicating services ensuring all are operational and have no need of repair. Orders units supplies, repair of equipment and facilities when needed or requested.
6. Responds to unit personnel on general inquiries and provides information to those the unit serves.
7. Provides oversight and direction to student employees:
Creates and monitors schedules
Assigns and reviews work
Reviews and submits time sheets
8. Maintains a variety of department records both electronically and manually including but not limited to class enrollments, student records and areas of compliance.
9. Coordinates units calendar of events and ensures unit personnel are updated with current University information.
10. 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
11. Provides technical support to others within office on University supported software applications and may support the update and maintenance of web-site.
12. Recommends new procedures for streamlining administrative duties or office functions.
13. Performs other duties as assigned or requested.
Academic Unit Support: functions preformed primarily in academic units. 14. Class scheduling- Perform Banner input of course schedules including all revisions, additions, and/or changes to schedule. Provides recommendation on class room assignments due to instructional needs or class size. Monitors enrollment and advises chair of issues as they arise.
15. Provides assistance to students by-
Responds to questions on class registration and class requirements
Responds to inquiries on degree progress or requirements or completion of forms
Maintains student records for department majors and in accordance with FERPA guidelines
Refers students to faculty for appropriate counsel or recommending other resources if necessary
16. Provides assistance to faculty by-
Orders office and textbook supplies, classroom equipment and other supplies associated with course offerings
Proctors exams for faculty when requested
Assists in faculty searches, scheduling and arranging travel, coordinating employment and/or offer materials
Assists faculty members with various committee responsibilities
Two (2) years or more administrative experience, using current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email. Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
One (1) year or more post-high school education, or equivalent combination of experience, education and training.
Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications 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.
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. Work performed during standard business hours, overtime may be necessary based on business needs.
Hiring Range: Commensurate with experience, non-exempt
Background Check Statement: Applicants who are selected as final possible candidates must pass a criminal background check.
Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.