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. 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 units policies procedures and practices. Composes and prepares letters correspondence special reports technical papers presentations and email 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 ProCard activity and statements. Runs monthly budget reports from internal system reviews with supervisor and processes any changes or adjustments requested. Manages units cash receipts by tracking and/or posting payments preparing deposits for approval and submitting to cashiers office. Monitors office equipment facilities and duplicating services ensuring all are operational and have no need of repair. Orders units 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 units 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 setup 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 website. 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 decisionmaking that demonstrates awareness of and responsiveness to the ways sociocultural forces related to race gender ability sexuality socioeconomic status etc. impede or propel students faculty and staff.

Minimum Qualifications
One 1 year of posthigh school education or equivalent experience. (Two 2 years of fulltime experience in the same or similar position is equal to one 1 year of completed posthigh school education coursework. Two 2 years of responsible administrative experience using current wordprocessing 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 wordprocessing 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.

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