Administrative Assistant II

Primary Purpose:
Under general supervision provides administrative
support to fulfill objectives of a large department, unit, or school and serves as the primary point of contact for assigned unit. For
positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty, students, and
parents.

Essential Functions:
The essential functions listed below are intended to identify those generally assigned, the
position may perform many but not all, in addition, other responsibilities may be assigned that are unit specific and based on business
need.

• Performs administrative duties for a unit, school or department using working knowledge of the unit’s policies, procedures and
  practices.
• Composes and prepares letters, correspondence, special reports, technical papers, presentations and e-mail using standard
  software applications and, in a form, consistent with standard business practice.
• Schedules and/or arranges meetings, travel,
  transportation, and lodging for unit personnel, students, or visitors. Ensures reimbursements are made when appropriate.
• Provides
  budget and accounting support:
  • Processes accounts payable and/or reimbursement requests in timely manner.
  • Assists in
    processing Pro-Card activity and statements.
  
  
• Monitor’s office equipment, facilities and duplicating services ensuring all
  are operational and have no need of repair. Orders unit’s supplies, repair of equipment and facilities when needed or
  requested.
• Responds to unit personnel on general inquiries and provides information to those the unit serves.
• Maintains a
  variety of department records both electronically and manually including but not limited to class enrollments, student records and areas of
  compliance.
• Coordinates unit’s calendar of events and ensures unit personnel are updated with current University
  information.
• Organizes and/or assists with the coordination of unit events as assigned to include but not limited to:
  • Arranges for facilities and equipment set-up as well as technical support.
  • Requests for payment to
    vendors/accounts.
  • Manages event expenses.
  • Purchase’s supplies/materials needed for events.
  • Create fliers or other
    promotion materials.
  • Serves as primary department contact and coordinator to campus departments/units as necessary including but not
    limited to guests or presenters.
  
  
• Serves as key custodian for the rooms in the Biological Sciences Center, Biological
  Laboratories building, and green house.
• Class scheduling:
  • Performs Banner input of course schedules including all revisions,
    additions, and/or changes to schedule.
  • Provides student overrides, prioritizes student need for classes, creates and maintains
    course waitlists, and provides troubleshooting and support for students; especially with issues/concerns regarding course availability
    and/or access.
  
  
• Monitor’s enrollment and advises chair of issues as they arise.
• Schedules electronic course
  evaluations.
• During summer months, is responsible for facilitating building maintenance for the Biological Sciences
  department.
• Refers students to faculty for appropriate counsel or recommends other resources if necessary.
• Order’s office
  supplies, classroom equipment and other supplies associated with course offerings.
• Assists in faculty searches, scheduling and
  arranging travel, coordinating employment and/or offer materials.
• Assists faculty members with various committee
  responsibilities.
• Serves as a Building Leader for the Biological Sciences Center building.
• Prepares and processes Electronic
  Personnel Action forms (EPAFs) for staff, faculty, and graduate students.
• Manages equipment for capital assets in the
  department.
• Answers incoming calls, greets callers, provides information, transfers calls, and/or takes messages.
• Serves as
  the Biological Sciences office primary point of contact and reference. Serves as the central information liaison between the program and
  other campus units, as well as with external contacts.
• Submits all requests for technology support.
• Coordinates all facets
  of the Biological Department meetings: room reservations, taking minutes, and arranging catering services.
• Coordinate’s scheduling
  of classrooms for various academic uses.
• Creates, oversees, and updates department Canvas site utilized by staff, students, and
  faculty.
• Performs other related 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, socioeconomic status, etc.
impede or propel students, faculty, and staff.

Minimum Qualifications:

• Two (2) years of post-high school
  education.
• Two (2) years of administrative experience.

Preferred Qualifications:

• Demonstrated proficiency
  in the use of computer office software including word-processing, spreadsheet applications and mail merge functions. PowerPoint or similar
  programs highly desired.
• Excellent verbal and written communications skills; ability to establish and maintain effective working
  relationships with staff, departments, and others.
• Excellent phone & customer service skills, office organization, event/meeting
  scheduling and records management skills.
• Familiarity with basic budget and bookkeeping procedures.
• Web content management
  desired.
• 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.

Duties require constant
sitting and repetitive motion while using computer keyboard and phone. Frequent walking, standing and simple grasping. Occasional climbing
stairs, walking across campus, stooping and reaching. Constant communication using both spoken and written means. May be required to
lift/carry up to 25 lbs.

Work Environment/Work Week/Travel:
Work is performed primarily in a standard office
environment. Work performed during standard business hours, but may be altered to accommodate department schedule (i.e. 9 a.m.-6 p.m.);
occasional Saturday event coverage and overtime may be necessary based on business needs.

Note: This is an in-person onsite
position.

Hiring Range: $20 – $21.75 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/32413

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