Administrative Assistant (Temporary Pool)

Primary Purpose
Under general supervision provides administrative support to fulfill the objectives of a large department unit or school and serves as the primary point of contact for the assigned unit. For positions supporting academic units additional responsibilities may be assigned that are specific to serving and supporting faculty and students.

Essential Functions
Provide administrative support to managers and department staff. Prepare edit proofread and distribute correspondence reports presentations and other documents. Manage calendars schedule meetings coordinate appointments and arrange conference rooms or virtual meetings. Screen and direct telephone calls emails and visitors appropriately. Organize and maintain electronic and paper filing systems records and departmental documents. Coordinate travel arrangements and prepare travel-related documentation and expense reports. Assist with meeting planning including preparing agendas materials minutes and follow-up actions. Process invoices purchase requisitions expense reports and other routine administrative transactions. Monitor office supply inventory and coordinate purchasing activities. Compile track and maintain data records and reports using spreadsheets and databases. Support department projects by coordinating timelines gathering information and following up on action items. Maintain confidentiality of sensitive information and records. Interpret and apply established policies procedures and administrative guidelines. Provide customer service and respond to inquiries from employees customers vendors and other stakeholders. Perform 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.

Minimum Qualifications
High school diploma. One (1) year of experience working in an office environment.

Preferred Qualifications
Associate degree or related coursework preferred. Knowledge of general office practices procedures and administrative support functions. Proficiency with Microsoft Office Suite including Word Excel Outlook PowerPoint and Teams. Strong written and verbal communication skills. Excellent organizational time management and prioritization skills. Ability to maintain accuracy and attention to detail while managing multiple assignments. Strong customer service and interpersonal skills. Ability to exercise discretion and maintain confidentiality. Ability to work independently and as part of a team. Basic understanding of office budgeting purchasing and recordkeeping processes. 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 is performed during standard hours; Additional hours may be required to meet business needs or deadlines.