Administrative Assistant II

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.

This position will support two categories : (1) direct admin / clerical support to Director of GE, and (2) receptionist / admin support to COP Dean’s Office.

For positions supporting academic units, additional responsibilities may be assigned specific to serving and supporting faculty and students.

The essential functions listed below. Many, but not all will be assigned in addition, other responsibilities may be assigned that are unit specific and based on business need.

Essential Functions Administrative Assistant (Direct Admin / Clerical Support) to the GE Office (70%).

Assisting GE Director in office duties :

• Maintaining GE Directors calendar / schedule; setting appointments; etc.
• Helping with data collection for GE assessment; maintaining GE records on GE drive.
• Assisting in creation of GE Newsletter, maintenance of GE website, and posting of announcements; helping support various Canvas and SharePoint sites.
• Assisting in coordinating Core 1 mentor program by scheduling workshops and emailing mentors with updates.
• Utilizing standard software applications to create special letters, correspondence and emails.
• Course articulation letters for PACS and CORE students.

Assisting in scheduling and staffing all Core Seminar Sections (CORE 1, CORE 2 Fall / Spring / Summer) :

• Utilizing Banner skills to set-up course schedule created by the GE Director / Dean.
• Submit room, instructor, section time changes requested by instructors.
• Completing EA’s / Vouchers for needed instructors each term, including Summer Sessions. (EPAF, PeopleAdmin).

Assisting in planning and organizing faculty workshops :

• Accessing FAMIS and Virtual EMS to reserve workshop rooms.
• Organizing catering to provide meals for GE Training Workshops.
• Workshop preparations require processing paperwork for outside speakers, collating all training materials, and coordinating technology needs.

Assisting all Core instructors with their course. Duties include :

• Distributing all instructors’ mail, messages, and assignments to office boxes.
• Create instructor files, collect CVs, contact information, and syllabi.
• Contact person for adjuncts for any questions before and during the semester.
• Notifying students when instructor will be absent (occasionally passing on absent instructors’ assignments to students in their absence).
• Maintaining GE Adjunct office, ordering keys etc.
• Collecting syllabi for GE & FFS courses for the Syllabus Repository.

Accessing Banner Student Data :

• Inputting GE & Fundamental Skills (FS) student overrides during registration process. This process includes emails and office interaction with students, scheduling appointments.
• Accessing student schedules and registration information to inform student interactions.
• Creating and supervising electronic waiting list in CORE 002.

Collecting, collating, and maintaining physical and electronic files for faculty and student awards (Long Awards, Raymond Essay Award) :

• Distributing award letters and completing stipend awards utilizing department budget printouts.
• Creating Bulletin Board for Long Awards / GE Programs. This board includes displays of photography and basic graphics created with digital camera and software program.
• Maintaining contact with Raymond College Alumni; preparing and mailing materials to Raymond Essay Awards Committee.

Online student evaluations :

• Setting up implementation and communication plan for online student evaluations for all GE & FS instructors each term.
• Communicating with instructors each semester and summer term.

Administrative support for GE Committee :

• Calendaring GE Committee meetings, including agenda setting meetings; taking minutes.
• Consolidating committee materials.
• Monitoring progress of all forms during approval process.
• Maintaining files for all GE Breadth Program Proposals and Recertification Forms.

Pro-Card / Budget :

• Monitoring multiple budget lines in GE & FS.
• Purchasing supplies / equipment for GE & FS program utilizing University Pro-Card; reconcile / process Pro-Card activity and statements.
• Access to Banner Finance to assist in processing General Education’s monthly budget report for review and action.
• Processing Journal Entries and Budget Transfer forms, and reimbursements for faculty and administration as needed.

Interaction with students :

• Answering student questions about GE; pointing students to appropriate resources; maintaining a friendly and professional demeanor.
• Provide key during business hours to office space.
• Performing all other duties as assigned or requested.

Administrative Assistant (Receptionist / Admin Support) to COP Dean’s Office (30%).

Scheduling appointments and providing admin support to COP Deans Assistant. Provide admin support with special projects and events : faculty and student ceremonies;

faculty meetings; holiday celebrations and COP Commencement Ceremonies.

• Performing general office duties in the Dean’s Office :
• Receptionist (greeting and assisting visitors responding to all calls using multiline phone).
• Office Maintenance (maintaining order in reception area includes stocking and cleaning kitchenette’s microwave, coffee maker, and refrigerator;

watering and maintaining all plants).

Copy Room Assistance / Maintenance advanced working knowledge of office copy machine (maintaining contact with service company and stocking and installing toner cartridges / staples rectifying copy machine jams).

Performing all 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 and a half (1.5) years of post high school education with a minimum of eighteen (18) units of completed coursework.
• Two (2) years of work experience.

Preferred Qualifications Skills / Knowledge and Expertise :

• 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.
• Working knowledge of and experience with Banner, SharePoint, MS Teams, Zoom, Canvas, InsidePacific, and MS Office Suite (Word, Excel, PowerPoint).
• 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 $19.

00 to $21.30 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.