Administrative Assistant III

Primary Purpose:
Under the guidance of the Executive Assistant the
Administrative Assistant III providestechnical 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.

Essential Functions:

• Design and implement efficient organizational systems for managing documents.
  Maintain hard copy files, electronic records, and databases.
• Responsible for processing requisitions and purchase orders, in
  Banner, and submitting 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, 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, reserves 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 inlcuding 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.

University of the Pacific recognizes that
diversity, equity, and inclusion is foundational to the success of our valued students and employees. We 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.

Minimum Qualifications:

• Two (2)
  years of post High School education.
• Three (3) years of administrative office experience.

Preferred
Qualifications:

• 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.
• Qualified candidates
  will have 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.

Physical Requirements:
The physical demands described here are representative but not definitive of those
that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.

Some lifting of materials up to (20 lbs. or less). Bending,
stretching, reaching required. Sitting for long periods of time.

Work Environment/Work Week/Travel:
Work performed during standard
business hours. May require some evening and weekend hours to complete tasks, particularly in connection with managing some of the alumni
boards. Occasional travel to the Stockton campus or to educational conferences is required.

Valid driver’s license required.
Incumbent must also be able to meet the University’s fleet rules and be eligible to drive for university business. The University and its
insurance carrier reserve the right to exclude applicants based on their driving record.

Hiring Range: $20.16 – 26.70 per
hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal
equity, as well as market and organizational considerations when extending an offer.

Background Check Statement:
All
applicants who receive a conditional offer of employment are required to execute a release and authorization for a background
screening.

AB 810
Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting
conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under
investigation, or appeals related to sexual harassment or misconduct within the past seven years.

To apply, visit https://pacific.peopleadmin.com/postings/32377

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