Administrative Assistant II

University of the Pacific; Stockton; On-site; Full time

Job description

Work performed during standard business hours, overtime may be necessary based on business needs.

Position End Date

Open Date

Open Date 03/28/2025

Close Date

Open Until Filled Yes

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, the Administrative Assistant II 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 and students.

Essential Functions

• 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.
• Performs other duties as assigned or requested.

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

• One (1) year of post-high school education or equivalent experience. (Two (2) years of full-time experience in the same or similar position is equal to one (1) year of completed post-high school education coursework.)
• Two (2) years of responsible administrative experience, using current word-processing software such as: Word, PowerPoint, Excel, Internet, and electronic email.

Preferred Qualifications

Skills/Knowledge and Expertise:

• 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.
• 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, overtime may be necessary based on business needs.

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 reserves the right to exclude applicants based on their driving record.

Hiring Range

Hiring Range $18.99 - $23.74 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.

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.

AA/EEO Policy Statement

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.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

• * Have you completed one (1) year of post-high school education? (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework.)
  • Yes
  • No
• * Do you have at least two (2) years of responsible administrative experience, using current word-processing software such as: Word, Powerpoint, Excel, Internet and other software programs?
  • Yes
  • No