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Administrative Assistant III

University of the Pacific

United States, California, Stockton

3601 Pacific Avenue (Show on map)

Dec 06, 2025

Posting Details

Position Information

Job Title	Administrative Assistant III
Union Level
Department	Department of Geological and Environmental Sciences
Campus	Stockton
Posting Number	201304210P
Full or Part Time	Full Time
Number of Months	12
Work Schedule
Position End Date
Open Date	12/05/2025
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, this position provides administrative support to help achieve 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. The essential functions listed below identify duties generally assigned to this position. The incumbent may perform many, but not all, of the listed duties, and additional responsibilities may be assigned based on business need. This is a 12 month position, 37.5 hours per week.
Essential Functions	Administrative Support: Performs administrative duties using working knowledge of the unit's policies, procedures, and practices. Composes and prepares letters, correspondence, reports, technical documents, presentations, and email using standard software applications. Takes, prepares, and distributes meeting minutes. Schedules and arranges meetings, travel, and lodging for unit personnel or visitors, and processes travel reimbursements. Budget and Accounting Support: Processes accounts payable and reimbursement requests in a timely manner. Reconciles and processes ProCard activity and statements. Runs monthly budget reports from internal systems, reviews results with supervisor, and processes any changes or adjustments needed. Manages unit cash receipts by tracking and posting payments, preparing deposits for approval, and submitting them to the cashier's office. Maintains detailed spending and income records for all department accounts in Excel. Operations and Office Management: Monitors office equipment, facilities, and duplicating services to ensure they are operational and do not require repair. Orders supplies and coordinates repair or maintenance of equipment and facilities as requested. Responds to general inquiries from unit personnel and provides information to those served by the unit. Student Employee Oversight: Creates and monitors student employee schedules. Assigns and reviews student employee work. Reviews and submits student employee timesheets. Recordkeeping and Compliance: Maintains a variety of department records-both electronic and paper-including class enrollments, student records, and compliance-related files. Coordinates the unit's calendar of events and ensures personnel receive updated University information. Event Coordination: Organizes or assists with coordination of unit events, including: Reserving facilities and coordinating equipment setup and technical support Processing vendor payments and managing event expenses Purchasing event supplies and materials Serving as primary contact with campus departments and units Coordinating guest or presenter arrangements Arranging transportation for student events Technical and Administrative Process Support: Provides technical support to office personnel on University-supported software applications. Assists with updating and maintaining department webpages. Recommends new procedures to streamline administrative tasks or office operations. Performs other duties as assigned or requested. Academic Unit Support: Class Scheduling: Enters course schedules into Banner, including all revisions, additions, and changes. Recommends classroom assignments based on instructional needs or class size. Monitors enrollment and informs the department chair of issues as they arise. Student Support: Responds to questions regarding class registration and course requirements. Answers inquiries related to degree progress and assists with completion of academic forms. Maintains student records for department majors in compliance with FERPA. Refers students to faculty or appropriate campus resources when needed. Faculty Support: Orders office supplies, textbooks, classroom equipment, and materials needed for course offerings. Assists with faculty searches, including scheduling, travel arrangements, and preparing employment or offer materials. Supports faculty with various committee responsibilities. Grant Management Support: Monitors grant budgets to ensure expenditures align with approved funding allocations and project timelines. Reviews grant spending for compliance with University policies, sponsor requirements, and federal/state regulations. Tracks grant revenue and expenses and maintains detailed financial records for grant-funded accounts. Coordinates with the Principal Investigator (PI), Dean's Office, and Sponsored Programs to ensure timely submission of grant-related documents, revisions, and budget adjustments. Prepares financial reports, spending summaries, or supporting documentation for internal review or sponsor audits. Alerts supervisor and PI of potential budget issues, compliance concerns, or required corrective actions. Assists with procurement, travel, reimbursements, and personnel expenses charged to grants to ensure accuracy and allowability. Helps maintain grant-related files-including proposals, award notices, compliance documentation, and reporting requirements-both electronically and manually. 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	Two (2) years of post-high school education. Three (3) years of experience providing senior-level administrative support. Two (2) years of administrative experience using current word-processing and office software (Word, PowerPoint, Excel, internet, and email).
Preferred Qualifications	BA or BS from a four-year university. Proficiency with office software including word-processing, spreadsheets, and mail merge functions; PowerPoint or similar programs highly desired. Knowledge of modern office practices, supplies, and equipment needed to complete complex documents. Ability to exercise diplomacy and interact effectively with people in various situations. Strong multitasking skills and ability to organize resources and set priorities in a fast-paced environment. Ability to coordinate multiple activities, accurately interpret directions, and meet tight deadlines. Excellent verbal and written communication skills and strong relationship-building skills with staff, departments, and external partners. Strong phone and customer service skills; effective office organization, scheduling, and records management abilities. Familiarity with basic budgeting and bookkeeping procedures. Intermediate MS Office skills; experience using databases and conducting internet research. Web content management experience. Experience working with individuals from diverse backgrounds and cultures. Demonstrated experience advancing social justice, equity, and inclusion in a university setting. Ability to integrate culturally responsive practices in daily 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 a computer and phone. Frequent walking, standing, and simple grasping. Occasional climbing of stairs, campus walking, stooping, and reaching. Constant verbal and written communication. May be required to lift or 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	$20.16 - $23 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.