Administrative Assistant III

University of the Pacific•Stockton, CA

15d

About The Position

Under the guidance of the Executive Assistant, the Administrative Assistant III provides technical and administrative support to the Dean’s Office and the Office of Fiscal Services. The position functions under minimal supervision, independently performing challenging work in a high-volume, fast-paced environment. The University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of its valued students and employees. They 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.
Three (3) years of administrative office experience.

Nice To Haves

Bachelor’s degree.
Experience in the maintenance of confidential records and knowledge of office management principles and procedures.
Five (5) years of increasingly complex administrative experience.
Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
Excellent communications and interpersonal skills, as this position will interact regularly with both the campus community and the public.
Advanced English and composition skills, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
Ability to create, compose and edit reports, letters, and other materials.
Ability to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
Assume responsibility and work effectively with minimum supervision.
Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures, and work well with tight deadlines while maintaining complete confidentiality.
An exemplary work ethic and commitment to the mission and goals of the Law School.
Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems.
Advanced Word, Excel, and PowerPoint skills.
Website management (i.e., file, photo, database tables).
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

Design and implement efficient organizational systems for managing documents.
Maintain hard copy files, electronic records, and databases.
Process requisitions and purchase orders in Banner, and submit vendor invoices and reimbursements in Emburse.
Lead the planning of logistics and provide administrative support for events, special guest visits, receptions, retreats, and meetings for the Dean’s Office.
Assist the Executive Assistant with managing sponsorships from the Law Community Relations fund.
Assist the Executive Assistant in managing the Dean’s office utilizing discretion and independent judgment in the performance of job duties including but not limited to: Composing and editing routine/non-routine correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean.
Conduct research, proof/format articles, reports, memos, etc.
Assist in maintaining the law school’s organizational chart and coordinate office procedures.
Assist with tracking department budgets as needed: track expenditures, accounts payable, reimbursements, and manage miscellaneous vendor accounts.
Coordinate travel arrangements, both domestic and international, for business-related events and activities, while supporting a seamless functioning of the Dean’s calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
Support the human resources functions for the law school, including originating Electronic Personnel Action Forms, processing position descriptions, supporting hiring searches, administering offer letters.
Serve as key contact for the Dean’s Office, greets guests, manages requests for information, answers phones, and determines the priority of calls, messages, and mail while collaborating with other administrative staff to use resources efficiently.
Order and maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and verifying receipt of supplies.
Manage the faculty hiring process by working with department chair to create the interview schedule, reserve rooms in EMS, coordinate catering with Bon Appetite, collaborate with IT, arrange travel accommodations and assist with interview-day logistics.
Ensure the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
Assist the Finance Department with Budget and Finance related duties including but not limited to: Issuing monthly Banner Budget reports to departments.
Reconcile various budgets to Banner, process Journal Entries and assist with managing Activity Codes for the Law School.
Assist with Grant related billing, invoicing, reconciliation of payroll and expenses, and audit related inquiries.
Update data for Budget forecasting and projection process.
Handle confidential information with discretion and in compliance with FERPA regulations.
Resolve routine problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment; recognize and improve administrative processes as needed.
Handle special projects and other duties as assigned.