Administrative Assistant (Temporary Pool)

University of the Pacific•Stockton, CA

8d•Onsite

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 that are specific to serving and supporting faculty and students.

Requirements

High school diploma.
One (1) year of experience working in an office environment.

Nice To Haves

Associate degree or related coursework preferred.
Knowledge of general office practices, procedures, and administrative support functions.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams.
Strong written and verbal communication skills.
Excellent organizational, time management, and prioritization skills.
Ability to maintain accuracy and attention to detail while managing multiple assignments.
Strong customer service and interpersonal skills.
Ability to exercise discretion and maintain confidentiality.
Ability to work independently and as part of a team.
Basic understanding of office budgeting, purchasing, and recordkeeping processes.
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

Provide administrative support to managers and department staff.
Prepare, edit, proofread, and distribute correspondence, reports, presentations, and other documents.
Manage calendars, schedule meetings, coordinate appointments, and arrange conference rooms or virtual meetings.
Screen and direct telephone calls, emails, and visitors appropriately.
Organize and maintain electronic and paper filing systems, records, and departmental documents.
Coordinate travel arrangements and prepare travel-related documentation and expense reports.
Assist with meeting planning, including preparing agendas, materials, minutes, and follow-up actions.
Process invoices, purchase requisitions, expense reports, and other routine administrative transactions.
Monitor office supply inventory and coordinate purchasing activities.
Compile, track, and maintain data, records, and reports using spreadsheets and databases.
Support department projects by coordinating timelines, gathering information, and following up on action items.
Maintain confidentiality of sensitive information and records.
Interpret and apply established policies, procedures, and administrative guidelines.
Provide customer service and respond to inquiries from employees, customers, vendors, and other stakeholders.
Perform other related duties as assigned.