Coordinator

University of the Pacific•Stockton, CA

About The Position

Under the general supervision of the Executive Associate Dean or Dean, this role provides comprehensive administrative, operational, and event coordination support for the Office of the Dean. The position also offers general administrative support to the Dean and Executive Associate Dean. University of the Pacific recognizes that diversity, equity, and inclusion are foundational to the success of its students and employees, prioritizing policies and decisions that address how socio-cultural factors impede or propel individuals within the university setting.

Requirements

Knowledge of office methods and procedures.
Knowledge of principles of business letter and report writing.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Knowledge of database and information management systems.
Knowledge of meeting planning and coordination.
Minimum of three (3) years of progressively responsible administrative support experience, preferably in a higher education, healthcare, or executive office environment.
Experience coordinating meetings, events, calendars, and administrative processes requiring independent judgment and attention to detail.
High School Diploma or equivalent.
Ability to maintain confidentiality of materials and information.
Ability to demonstrate effective and professional written and verbal communication skills with all constituents.
Ability to demonstrate excellent organizational skills and handle multiple projects simultaneously.
Ability to demonstrate strong attention to details and accuracy.
Ability to exercise independent judgment and discretion.
Ability to work independently or as a part of a team.
Ability to type minimum of 50 wpm.

Nice To Haves

Knowledge of Banner software.
Previous experience in an educational institution.
Bachelor’s degree or equivalent.
Additional certifications in administrative functions.
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 comprehensive administrative support to the Dean, including coordinating the Dean’s calendar, organizing and facilitating virtual meetings, preparing and distributing meeting communications, coordinating document routing and tracking, serving as the primary point of contact for visitors, drafting professional communications, maintaining office organization, and monitoring office supply inventory.
Coordinate and manage logistics for semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner, including planning, communications, and event execution.
Process invoices, prepare requisitions, and collaborate with the Business Office for purchase orders and timely payment processing.
Maintain accurate student and alumni records using Banner and other university information systems.
Provide administrative support for the Tau Kappa Omega Honor Society, including membership administration, business meeting coordination, event planning, and annual convocation activities.
Serve as a resource for student and alumni information by researching and verifying contact and demographic data.
Provide cross-functional administrative coverage and operational support for other departmental administrative staff as needed.
Deliver exceptional customer service to students, faculty, staff, alumni, and external constituents.
Provide administrative and project support to the Executive Associate Dean, including assistance with scheduling, communications, and special initiatives.
Prepare and distribute meeting agendas, briefing materials, reports, presentations, and supporting documentation.
Monitor meeting schedules and proactively send reminders, confirmations, and follow-up communications.
Identify scheduling conflicts, prioritize urgent matters, and recommend solutions.
Perform all other duties as assigned by the Executive Associate Dean or Dean.