Coordinator

University of the Pacific•Stockton, CA

About The Position

Under the general supervision of the Executive Associate Dean or Dean, the Coordinator provides comprehensive administrative, operational, and event coordination support for the Office of the Dean, as well as general administrative support to the Dean and Executive Associate Dean. The role supports a welcoming, collaborative, and humanistic environment aligned with the University’s mission and values, and requires sensitivity to people of diverse backgrounds and cultures.

Requirements

High school diploma or equivalent.
At least three years of progressively responsible administrative support experience.
Experience coordinating meetings, events, calendars, and administrative processes requiring independent judgment and attention to detail.
Knowledge of office methods and procedures.
Knowledge of business letter and report writing principles.
Knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams.
Knowledge of database and information management systems.
Knowledge of meeting planning and coordination.
Ability to maintain confidentiality of materials and information.
Effective and professional written and verbal communication skills with all constituents.
Excellent organizational skills and ability to handle multiple projects simultaneously.
Strong attention to detail and accuracy.
Ability to exercise independent judgment and discretion.
Ability to work independently or as part of a team.
Availability for occasional weekend and evening assignments.
Experience and sensitivity in working with people of diverse backgrounds and cultures.
Ability to engage and integrate culturally responsive practices and knowledge in the work.

Nice To Haves

Administrative support experience in a higher education, healthcare, or executive office environment.
Knowledge of Banner software.
Previous experience in an educational institution.
Bachelor’s degree or equivalent.
Additional certifications in administrative functions.
Ability to type at least 50 words per minute.
Demonstrated experience advancing social justice, equity, and inclusion in a university setting.

Responsibilities

Coordinate the Dean’s calendar, prioritizing meetings and commitments and ensuring they are executed on schedule.
Organize teleconferences, videoconferences, and virtual meetings, including their logistical requirements.
Prepare and distribute meeting invitations, agendas, reminders, correspondence, briefing materials, reports, presentations, and supporting documentation.
Route, track, and process documents requiring the Dean’s review and signature.
Serve as the primary point of contact for visitors, faculty, staff, students, and external guests meeting with the Dean.
Draft, proofread, and prepare professional communications, reports, and correspondence.
Maintain Room 401 and the adjacent reception area in an organized, professional, guest-ready condition.
Monitor office supply inventory and coordinate procurement of supplies and refreshments.
Coordinate planning, communications, logistics, and execution for semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner.
Process invoices and prepare requisitions; collaborate with the Business Office on purchase orders and timely payment processing in accordance with institutional policies.
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.
Research and verify student and alumni contact and demographic information to support departmental initiatives and communications.
Provide cross-functional administrative coverage and operational support for other departmental administrative staff as needed.
Provide administrative and project support to the Executive Associate Dean, including scheduling, communications, and special initiatives.
Monitor meeting schedules and send reminders, confirmations, and follow-up communications; identify scheduling conflicts, prioritize urgent matters, and recommend solutions.
Deliver customer service to students, faculty, staff, alumni, and external constituents.
Perform other duties as assigned by the Executive Associate Dean or Dean.