Administrative Assistant II

About the job

Work Schedule

Work is performed during standard hours; additional hours may be required to meet business needs or deadlines.

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. This recruitment will remain open until filled.

Sponsorship

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

Primary Purpose

The Administrative Assistant II provides administrative and operational support to the Dean’s Office and Benerd College. The position assists with day-to-day office functions, personnel and student employment processes, financial transactions, records and document preparation, purchasing, scheduling, events, and other administrative activities. The position works collaboratively with faculty, staff, students, and university departments to support efficient and effective college operations.

Essential Functions

• Provides general administrative support to the Dean’s Office, faculty, and staff, including preparing correspondence, maintaining records and files, coordinating documents, and responding to routine inquiries.

• Assists with faculty and student employment processes, including updating position descriptions, preparing appointment letters and job postings, collecting required documentation, and supporting completion of hiring transactions.

• Assists with reviewing and processing timesheets and other payroll-related documentation for part-time faculty and student employees.

• Prepares and processes routine payroll vouchers and other administrative forms.

• Assists with routine financial transactions, including invoice processing, purchase requisitions, purchase orders, reimbursements, and other purchasing activities.

• Assists with reviewing and processing transactions in Chrome River and other university financial systems.

• Supports routine reconciliation activities by organizing documentation, reviewing transactions, and identifying discrepancies for appropriate follow-up.

• Assists with daily cashiering activities and other routine financial administrative processes in coordination with appropriate university staff.

• Maintains records and documentation related to agreements, contracts, memoranda of understanding, and other departmental administrative records.

• Coordinates office supplies, purchasing requests, equipment needs, and routine building or facilities requests.

• Assists faculty and appropriate university offices with administrative processes related to student scholarships, including maintaining records and tracking required information.

• Provides administrative support for accreditation and assessment activities, including organizing records, collecting documentation, maintaining files, scheduling activities, and assisting with preparation of materials.

• Assists with planning and coordinating meetings, events, and other college activities, including scheduling, communications, logistics, materials, and related administrative support.

• Uses university systems and Microsoft Office applications to enter, maintain, retrieve, and prepare information and reports.

• 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, socio-economic status, etc. impede or propel students, faculty, and staff.

Pacific offers full-time employees a unique opportunity to live on our beautiful campus at below-market rental rates—helping you save time and money on your commute.

Minimum Qualifications

• Minimum Qualifications Equivalent combination of relevant work experience and education where two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post high school coursework.

• Two (2) years of post-high school education.

• Two (2) years of responsible administrative experience.

Preferred Qualifications

• Bachelor’s Degree.

• Experience providing administrative support in an office or professional environment.

• Experience using Microsoft Word, Excel, Outlook, and other office productivity applications.

• Strong organizational skills and excellent attention to detail.

• Effective written and verbal communication skills.

• Demonstrated customer service skills and ability to interact professionally with a variety of individuals.

• Ability to organize and prioritize multiple assignments and meet established deadlines.

• Ability to maintain accurate records and handle sensitive or confidential information appropriately.

• Ability to learn and use administrative, financial, and records-management systems.

• Experience processing purchasing, payroll, personnel, or other administrative transactions.

• Experience working in a higher education environment.

• Ability to coordinate a variety of activities, correctly interpret directions, and work well under tight deadlines is crucial.

• Experience with university administrative systems such as Banner, Chrome River, OnBase, Salesforce, or similar systems.

• 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.

Requires extended periods of sitting and repetitive hand/wrist motion while using a computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.

Work is performed during standard hours; additional hours may be required to meet business needs or deadlines.

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.

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.