Administrative Assistant II

University of the Pacific•Stockton, CA

11d

About The Position

Under general supervision, provide confidential administrative support for Benerd College Professional and Continuing Education. Serve as a point of contact for University and external stakeholders, including current and inquiring students. May contribute support to event planning and production, office operations, and specific program logistics. Will have an acute knowledge of Benerd College and University of the Pacific policies, procedures and processes. This position reports directly to Assistant Dean of Operations. Essential Functions Provides Benerd College Professional and Continuing Education front desk/lobby administrative support such as answering telephones, assisting with student and community inquiries, helping students with course registrations in the office and through the online registration system, assisting “walk in” traffic for Benerd College, and providing overall customer assistance. Assists with general office duties such as typing, filing, data entry, maintaining confidential student files, and general office maintenance as assigned. Monitors and maintains currency of BC Outlook, voicemail, and facsimile inboxes; oversees incoming and outgoing campus and US mail service including BC building and mailbox. Receives and verifies daily registration volume; performs data entry, including address maintenance, student creation, registration, grading, etc. as needed; works with records and enrollment staff to maintain data entry standards. Provides administrative support to managers and program coordinators with duties such as assembling instructor packets, tabulating evaluations, mailing student confirmations and certificates, making course confirmation/cancellation telephone calls, creating student folders, and distributing brochures. Perform daily cashiering sessions created by student registrations. Process credit cards. Deposit checks. Verify deposit totals for daily cashiering sessions. Prepare daily deposit and cashiering sessions Oversees copy/supply area monitoring office supply inventory in collaboration with other staff; schedules maintenance and service calls when needed, changes toner, and maintains area. Helps maintain staff break room and provides food/beverage for special meetings and other events. Performs out-of-office errands for BC staff and other duties as assigned. Works with the administrative team on projects and office-wide tasks in either a support or lead role, depending on the nature of the project. Assists with student services such as registrations, applications, special needs, etc. Multi-task, effectively prioritize work assignments, be a “self-starter,” organize resources and establish priorities in a fast paced, demanding environment. Assume responsibility and work effectively with minimum supervision. Compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation. Must maintain strict confidentiality. Miscellaneous and other duties as assigned. University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Requirements

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

Nice To Haves

Bachelor’s Degree.
Experience providing administrative oversight to unit and staff.
Excellent communication and interpersonal skills, as this position interacts regularly with both the campus community and the public.
Solid English composition skills, as well as the ability to create, compose, and edit letters and other materials.
Capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines.
Intermediate to advanced skills in MS Office suite, experience using databases and advanced experience in Internet navigation and research.
Web maintenance desired.
Ability to adapt to emerging technology.
Strong customer service skills; working knowledge of Microsoft Word, Excel, and Access software programs; proficient writing, editing, proofing, and verbal communication skills.
Knowledge of basic office procedures, etiquette, and discretion, professional manner and attire, courteous phone manners, and reception.
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

Provides Benerd College Professional and Continuing Education front desk/lobby administrative support such as answering telephones, assisting with student and community inquiries, helping students with course registrations in the office and through the online registration system, assisting “walk in” traffic for Benerd College, and providing overall customer assistance.
Assists with general office duties such as typing, filing, data entry, maintaining confidential student files, and general office maintenance as assigned.
Monitors and maintains currency of BC Outlook, voicemail, and facsimile inboxes; oversees incoming and outgoing campus and US mail service including BC building and mailbox.
Receives and verifies daily registration volume; performs data entry, including address maintenance, student creation, registration, grading, etc. as needed; works with records and enrollment staff to maintain data entry standards.
Provides administrative support to managers and program coordinators with duties such as assembling instructor packets, tabulating evaluations, mailing student confirmations and certificates, making course confirmation/cancellation telephone calls, creating student folders, and distributing brochures.
Perform daily cashiering sessions created by student registrations.
Process credit cards.
Deposit checks.
Verify deposit totals for daily cashiering sessions.
Prepare daily deposit and cashiering sessions
Oversees copy/supply area monitoring office supply inventory in collaboration with other staff; schedules maintenance and service calls when needed, changes toner, and maintains area.
Helps maintain staff break room and provides food/beverage for special meetings and other events.
Performs out-of-office errands for BC staff and other duties as assigned.
Works with the administrative team on projects and office-wide tasks in either a support or lead role, depending on the nature of the project.
Assists with student services such as registrations, applications, special needs, etc.
Multi-task, effectively prioritize work assignments, be a “self-starter,” organize resources and establish priorities in a fast paced, demanding environment.
Assume responsibility and work effectively with minimum supervision.
Compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation.
Must maintain strict confidentiality.
Miscellaneous and other duties as assigned.