Administrative Assistant III

Primary Purpose: Under the guidance of the Executive Assistant the Administrative Assistant III provides technical 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; assist in maintaining the law school's organizational chart, coordinate office procedures; assist with tracking department budgets as needed; coordinate travel arrangements, both domestic and international; support the human resources functions for the law school; serve as key contact for the Dean's Office; order and maintain office supplies inventory; manage the faculty hiring process.
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 including 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.

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.
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.

Hiring Range: $20.16 - 26.70 per hour.

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