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Administrative Assistant II

University of the Pacific

Stockton, CA

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JOB DETAILS
SALARY
$18.99–$22.61 Per Hour
SKILLS
Administrative Skills, Bookkeeping, Budget Management, Budget Reporting, Budgeting, Calendar Management, Canvas, Catering Services, Contact Management, Content Management, Contract Management, Customer Support/Service, Data Collection, Diversity, Driver's License, Employee Relations, Establish Priorities, Event Management, File Maintenance, Finance, Genetics, Graphics Programming, Identify Issues, Insurance, Journal Entries, Keyboards, Mail Processing, Medical Conditions, Meeting Minutes, Mentoring, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft SharePoint, Microsoft Word, Military, Newsletter, Photography, Picture Archiving and Communication System (PACS), Presentation/Verbal Skills, Project Tracking, Purchasing/Procurement, Record Keeping, Records Management, Reimbursement, Schedule Development, School Attendance, Secondary School, Seminars, Software Administration, Technical Leadership, Telephone Skills, Time Management, Training/Teaching, Vehicle Fleets, Writing Skills
LOCATION
Stockton, CA
POSTED
2 days ago
Posting Details

Position Information

Job Title
Administrative Assistant II

Union Level

Department
General Education

Campus
Stockton

Posting Number
201304307P

Full or Part Time
Full Time

Number of Months
12

Work Schedule

Position End Date

Open Date
06/17/2026

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.

This position will support two categories:
(1) Direct admin/clerical support to Director of General Education (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 Director's calendar/schedule; set appointments as needed.
  • Assist with data collection for GE assessment; maintain GE records on GE drive.
  • Assist in creating of GE Newsletter, maintain the GE website, and post announcements; support Canvas and SharePoint sites.
  • Coordinate the Core 1 mentor program, including scheduling workshops and sending mentor communications.
  • Use standard software to create letters, correspondence and emails.
  • Prepare course articulation letters for PACS and CORE students.
Assisting in scheduling and staffing all Core Seminar Sections (CORE 1, CORE 2 - Fall/Spring/Summer):
  • Use Banner to set-up the course schedule created by the GE Director/Dean.
  • Submit room, instructor, and time changes requested by instructors.
  • Prepare appointment letters and submit EPAFs for instructors each term, as needed.
Planning and Organizing Faculty Workshops:
  • Reserve rooms using FAMIS and Virtual EMS.
  • Coordinate catering for GE training workshops.
  • Process paperwork for external speakers; prepare training materials; coordinate technology needs.
Assisting all Core instructors:
  • Distribute mail, messages, and assignments to instructor office boxes.
  • Create instructor files; collect CVs, contact information, and syllabi.
  • Serve as the contact person for adjunct instructors.
  • Notify students of instructor absences and occasionally distribute assignments.
  • Maintain the GE Adjunct office; request and manage keys.
  • Collect syllabi for GE and FFS courses for the Syllabus Repository.
Accessing Banner Student Data:
  • Input GE and Fundamental Skills (FS) student overrides during registration; manage related student communications and appointments.
  • Access student schedules and registration information as needed.
Supporting Faculty and Student Awards (Long Awards, Raymond Essay Award:
  • Distribute award letters and process stipend payments using department budget records.
  • Create bulletin board displays for Long Awards/GE programs using basic graphic and photography tools.
  • Maintain contact with Raymond College alumni; prepare and mail materials for the Raymond Essay Awards Committee.
Online Student Evaluations:
  • Set up implementation and communication plans for GE and FS online evaluations each term.
  • Communicate procedures and deadlines with instructors each semester and summer term.
Administrative Support for the GE Committee:
  • Schedule GE Committee meetings and agenda-setting meetings; take minutes.
  • Consolidate committee materials.
  • Monitor progress of forms during the approval process.
  • Maintain files for GE Breadth Program Proposals and Recertification Forms.
Pro-Card/Budget Responsibilities:
  • Monitor multiple GE and Fundamental Skills (FS) budget lines.
  • Purchase supplies and equipment using the University Pro-Card; reconcile Pro-Card activity and statements.
  • Use Banner Finance to assist with preparing the monthly GE budget report.
  • Process journal entries, budget transfers, and reimbursements.
Interaction with Students:
  • Respond to GE-related student questions; direct students to appropriate resources while maintaining a professional and friendly demeanor.
  • Provide office access keys during business hours.
  • Oversee peer mentors and submit EPAFs for student workers.
  • Perform other duties as assigned or requested.
Administrative Assistant (Receptionist/Admin Support) to COP Dean's Office (30%).
  • Schedule appointments and provide administrative support to the COP Dean's Assistant.
  • Assist with special projects and events, including faculty and student ceremonies, faculty meetings, holiday celebrations, and COP Commencement.
  • Serve as support with Interfolio software and electronic lists
  • Upload and maintain contracts in Cobblestone.
  • Upload electronic files to OnBase.
  • Process travel reimbursement requests, as needed.
  • Serve as the primary contact and support for the Summer High School Institute Program.
  • Oversee budgets and coordinate events for the Pacific Humanities Scholar Program, the Humanities Center, and DEI programs.
  • Perform general office duties, including but not limited to:
    • Greeting and assisting visitors; answering and directing calls on a multi-line phone system.
    • Maintaining order in reception and kitchenette areas; stocking and cleaning shared appliances; caring for office plants.
    • Maintaining copy room operations, including troubleshooting issues, coordinating service, and stocking/installing toner and staples.
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 and 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, MyPacific, 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 reserve the right to exclude applicants based on their driving record.

Hiring Range
$18.99 - $22.61 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.

Anti-Discrimination/EEO Policy Statement

University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully 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, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.

About the Company

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University of the Pacific