Administrative Assistant II

Posting Details

Position Information
Job Title
Administrative Assistant II

Union Level

Department
Department of Biological Sciences

Campus
Stockton

Posting Number
201304318P

Full or Part Time
Full Time

Number of Months
12

Work Schedule

Position End Date

Open Date

Close Date

Open Until Filled
No

Special Instructions to Applicants
For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.

Sponsorship
This position is not eligible for a visa sponsorship now or in the future.

Position Summary Information
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.

Anti-Discrimination/EEO Policy Statement
University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully 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, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.