Administrative Assistant III

University of the Pacific•Stockton, CA

16d•Onsite

About The Position

The Administrative Assistant III is responsible for providing direct support and specialized services to the Dean’s office. This includes assisting with managing accreditation and assessment processes, assisting with faculty hiring, supporting faculty with scholarship awards and student evaluations, and assisting with event planning. The University of the Pacific recognizes that diversity, equity, and inclusion are foundational to the success of its students and employees, prioritizing policies that address socio-cultural forces impacting them. Pacific offers full-time employees the opportunity to live on campus at below-market rental rates.

Requirements

Two years (2) of post high school education with a minimum of 24 units of completed coursework.
Three (3) years of experience providing high-level, professional administrative support.
Extensive experience using Excel, Word, SharePoint, and Outlook or other email/calendaring program.

Nice To Haves

Bachelor’s Degree.
Excellent attention to detail and very strong proofreading skills.
Demonstrated customer service skills, in providing warmth, empathy, and responsiveness.
Demonstrated experience working to improve processes to help serve students and faculty more effectively.
Intermediate to advanced technical skills to manage electronic records, learn various university systems, and engage in extensive use of MS Office.
Strong problem-solving skills.
Strong written and oral communication skills.
Experience with Banner, Argos, OnBase, Salesforce, and other university systems, processes, and policies.
Experience in higher education.
Ability to coordinate a variety of activities, correctly interpret directions, and work well under tight deadlines.
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

Assisting with faculty and student hiring, including updating job descriptions and posting positions, drafting appointment letters, graduate assistantship job ads, and student worker job postings.
Assisting with the completion of backend hiring processes.
Reviewing timesheets for part-time faculty.
Preparing vouchers for Payroll.
Working with CPCE staff on reconciling daily cashiering sessions and scanning checks to the bank.
Helping to manage accreditation and assessment processes.
Assisting with invoice preparation and/or review.
Assisting with the management of agreements, MOU’s, and contracts.
Assisting with the management of office supplies, purchasing, and building maintenance.
Assisting with requisitions and purchase orders.
Processing or reviewing transactions in Chrome River.
Assisting with reconciliations to Banner.
Assisting Budget Director with budget analysis and projections.
Serving as fixed asset custodian.
Working with the office of Financial Aid and Benerd College faculty to track and award student scholarships.
Assisting with event planning.
Performing other duties as assigned.