Administrative Assistant II

University of the Pacific•Stockton, CA

15d

About The Position

The Administrative Assistant II provides administrative and operational support to the Dean’s Office and Benerd College. The position supports day-to-day office functions, personnel and student employment processes, financial transactions, records and document preparation, purchasing, scheduling, events, and other administrative activities. It works collaboratively with faculty, staff, students, and university departments to support efficient college operations. The role provides general administrative support; assists with faculty and student employment and payroll processes; handles routine financial and purchasing transactions; supports reconciliation and cashiering activities; maintains departmental records; coordinates office supplies, equipment, and facilities requests; and helps with scholarship, accreditation, assessment, meeting, and event administration. The position uses university systems and Microsoft Office applications to enter, maintain, retrieve, and prepare information and reports, and performs other related duties as assigned. The university notes that diversity, equity, and inclusion are foundational to the success of its students and employees. Full-time employees have the opportunity to live on campus at below-market rental rates. Work is performed during standard hours, with additional hours potentially required to meet business needs or deadlines.

Requirements

Two years of post-high-school education.
Two years of responsible administrative experience.
Equivalent combinations of relevant work experience and education are accepted; two years of full-time experience in the same or similar position are equivalent to one year of completed post-high-school coursework.
Work is performed during standard hours; additional hours may be required to meet business needs or deadlines.

Nice To Haves

Bachelor’s degree.
Experience providing administrative support in an office or professional environment.
Experience using Microsoft Word, Excel, Outlook, and other office productivity applications.
Strong organizational skills and excellent attention to detail.
Effective written and verbal communication skills.
Demonstrated customer service skills and ability to interact professionally with a variety of individuals.
Ability to organize and prioritize multiple assignments and meet established deadlines.
Ability to maintain accurate records and handle sensitive or confidential information appropriately.
Ability to learn and use administrative, financial, and records-management systems.
Experience processing purchasing, payroll, personnel, or other administrative transactions.
Experience working in a higher education environment.
Ability to coordinate a variety of activities, correctly interpret directions, and work well under tight deadlines.
Experience with university administrative systems such as Banner, Chrome River, OnBase, Salesforce, or similar systems.
Experience and sensitivity in working with people of diverse backgrounds and cultures.
Demonstrated experience advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in work.

Responsibilities

Provide general administrative support to the Dean’s Office, faculty, and staff, including preparing correspondence, maintaining records and files, coordinating documents, and responding to routine inquiries.
Assist with faculty and student employment processes, including updating position descriptions, preparing appointment letters and job postings, collecting required documentation, and supporting hiring transactions.
Review and process timesheets and other payroll-related documentation for part-time faculty and student employees.
Prepare and process routine payroll vouchers and other administrative forms.
Assist with routine financial transactions, including invoice processing, purchase requisitions, purchase orders, reimbursements, and other purchasing activities.
Review and process transactions in Chrome River and other university financial systems.
Support routine reconciliation by organizing documentation, reviewing transactions, and identifying discrepancies for follow-up.
Assist with daily cashiering activities and other routine financial administrative processes in coordination with university staff.
Maintain records and documentation related to agreements, contracts, memoranda of understanding, and other departmental administrative records.
Coordinate office supplies, purchasing requests, equipment needs, and routine building or facilities requests.
Assist faculty and university offices with administrative processes related to student scholarships, including maintaining records and tracking required information.
Provide administrative support for accreditation and assessment activities, including organizing records, collecting documentation, maintaining files, scheduling activities, and preparing materials.
Assist with planning and coordinating meetings, events, and other college activities, including scheduling, communications, logistics, and materials.
Use university systems and Microsoft Office applications to enter, maintain, retrieve, and prepare information and reports.
Perform other related duties as assigned.