Administrative Assistant II

• 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.
• Takes meeting minutes for review and/or distribution.
• Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
• Provides budget and accounting support:
  • Processes accounts payable and/or reimbursement requests in timely manner.
  • Reconciles and processes Pro-Card activity and statements.
  • Runs monthly budget reports from internal system, reviews with supervisor and processes any changes or adjustments requested.
  • Manages unit’s cash receipts by tracking and/or posting payments, preparing deposits for approval and submitting to cashier’s office.

• Monitors 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.
• Provides oversight and direction to student employees:
  • Creates and monitors schedules.
  • Assigns and reviews work.
  • Reviews and submits time sheets.
• 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.
  • Purchases supplies/materials needed for events.
  • Serves as primary department contact and coordinator to campus departments/units as necessary.
  • Arranges for guest or presenters to ensure their needs are met.
• Provides technical support to others within office on University supported software applications and may support the update and maintenance of web-site.
• Recommends new procedures for streamlining administrative duties or office functions.

• Class scheduling-Perform Banner input of course schedules including all revisions, additions, and/or changes to schedule. Provides recommendation on class room assignments due to instructional needs or class size. Monitors enrollment and advises chair of issues as they arise.
• Provides assistance to students by:
  • Responds to questions on class registration and class requirements.
  • Responds to inquiries on degree progress or requirements or completion of forms.
  • Maintains student records for department majors and in accordance with FERPA guidelines.
  • Refers students to faculty for appropriate counsel or recommending other resources if necessary.
• Provides assistance to faculty by-:
  • Orders office and textbook supplies, classroom equipment and other supplies associated with course offerings.
  • Proctors exams for faculty when requested.
  • Assists in faculty searches, scheduling and arranging travel, coordinating employment and/or offer materials.
  • Assists faculty members with various committee responsibilities.
• Performs other duties as assigned or requested.

• Two (2) years of post-high school education.
• Two (2) years of responsible administrative experience, using current word-processing software such as: Word, PowerPoint, Excel, Internet and electronic email.

• Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
• Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications and mail merge functions.
• PowerPoint or similar programs experience.
• 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 experience.
• 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.

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.