Administrative Assistant II

University of the Pacific•Stockton, CA

About The Position

Under general supervision, provides administrative support to fulfill the objectives of a large department, unit, or school, and serves as the primary point of contact for the assigned unit. For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty, students, and parents. The essential functions listed are intended to identify those generally assigned; the position may perform many but not all. Additionally, other responsibilities may be assigned that are unit-specific and based on business need. This role involves composing and preparing various documents, scheduling meetings and travel, providing budget and accounting support, managing office equipment and supplies, maintaining records, coordinating events, and serving as a primary contact for internal and external communications. Specific duties include class scheduling, facilitating building maintenance, assisting with faculty searches, preparing personnel action forms, managing capital assets, and coordinating department meetings. The university values diversity, equity, and inclusion, and expects employees to demonstrate awareness and responsiveness to socio-cultural forces impacting students, faculty, and staff.

Requirements

Two (2) years of post-high school education.
Two (2) years of administrative experience.

Nice To Haves

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.
Experience and sensitivity in working with people of diverse backgrounds and cultures.
Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in their work.

Responsibilities

Performs administrative duties for a unit, school or department using working knowledge of the unit’s policies, procedures and practices.
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.
Schedules and/or arranges meetings, travel, transportation, and lodging for unit personnel, students, or visitors.
Ensures reimbursements are made when appropriate.
Provides budget and accounting support: Processes accounts payable and/or reimbursement requests in timely manner.
Assists in processing Pro-Card activity and statements.
Monitor’s 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.
Responds to unit personnel on general inquiries and provides information to those the unit serves.
Maintains a variety of department records both electronically and manually including but not limited to class enrollments, student records and areas of compliance.
Coordinates unit’s calendar of events and ensures unit personnel are updated with current University information.
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. Purchase’s supplies/materials needed for events. Create fliers or other promotion materials.
Serves as primary department contact and coordinator to campus departments/units as necessary including but not limited to guests or presenters.
Serves as key custodian for the rooms in the Biological Sciences Center, Biological Laboratories building, and green house.
Class scheduling: Performs Banner input of course schedules including all revisions, additions, and/or changes to schedule.
Provides student overrides, prioritizes student need for classes, creates and maintains course waitlists, and provides troubleshooting and support for students; especially with issues/concerns regarding course availability and/or access.
Monitor’s enrollment and advises chair of issues as they arise.
Schedules electronic course evaluations.
During summer months, is responsible for facilitating building maintenance for the Biological Sciences department.
Refers students to faculty for appropriate counsel or recommends other resources if necessary.
Order’s office supplies, classroom equipment and other supplies associated with course offerings.
Assists in faculty searches, scheduling and arranging travel, coordinating employment and/or offer materials.
Assists faculty members with various committee responsibilities.
Serves as a Building Leader for the Biological Sciences Center building.
Prepares and processes Electronic Personnel Action forms (EPAFs) for staff, faculty, and graduate students.
Manages equipment for capital assets in the department.
Answers incoming calls, greets callers, provides information, transfers calls, and/or takes messages.
Serves as the Biological Sciences office primary point of contact and reference.
Serves as the central information liaison between the program and other campus units, as well as with external contacts.
Submits all requests for technology support.
Coordinates all facets of the Biological Department meetings: room reservations, taking minutes, and arranging catering services.
Coordinate’s scheduling of classrooms for various academic uses.
Creates, oversees, and updates department Canvas site utilized by staff, students, and faculty.
Performs other related duties as assigned.