Administrative Assistant I Posting Details Position Information Job Title Administrative Assistant I Union Level Department Engineering - Administration Campus Stockton Posting Number 201301495P Full or Part Time Part Time Number of Months 12 Work Schedule Work performed during standard business hours. Position End Date Open Date 11/19/2018 Close Date Open Until Filled Yes Special Instructions to Applicants Position Summary Information Primary Purpose Under direct supervision, the Administrative Assistant I provides administrative support to department faculty and/or staff in fulfilling school, department or other units objectives. Essential Functions 1. Performs administrative duties for department staff using working knowledge of department policies. 2. Answers telephones, responds to questions and provides information, routes callers and receives and directs visitors. 3. Prepares and/or composes routine correspondence, reports, memos and e-mail using standard software applications and proofs materials for errors and ensures layout is consistent with University style. 4. Assists with department budget and financial records including but not limited to: Researches invoices and prepares payment requests, may perform monthly reconciliation of account(s). Prepares monthly budget reports from Banner for review. May perform routine cashiering duties. 5. Class scheduling Perform Banner input of course schedules including all revisions, additions, and/or changes to schedule. (Block Scheduling) 6. Provides information and responds to questions related to course offerings, student study plans and degree requirements. 7. Maintains units calendar of events and ensures unit personnel are updated with current University information. 8. Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate. 9. Orders units supplies, oversees equipment maintenance and duplicating services. 10. Maintains files for efficient operation and recommend changes to improve office efficiency. 11. Sorts, delivers and manages unit mail both incoming and outgoing. 12. Provides oversight of student employees, may assign duties, collect and review time sheets, and submit time sheets for approval and to payroll. 13. Performs basic web-site maintenance ensuring information is current and accurate. 14. Assists with unit events/activities and participates as needed. 15. Performs other duties as assigned or requested. Minimum Qualifications One (1) year post high school education. One (1) year related experience. Preferred Qualifications Skills/Knowledge and Expertise: Ability to compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation. Ability to proofread basic documents and to reconcile/balance simple accounts. Demonstrated proficiency using computer office software including word-processing and spreadsheet applications. Ability to perform internet searches and use e-mail. Ability to create presentations using PowerPoint or similar programs desired. Knowledge of basic office procedures, etiquette and discretion; professional manner and attire; courteous phone manners and office reception. Learned knowledge of units policies, procedures and programs. Ability to effectively prioritize work. Familiarity with basic budget and bookkeeping procedures desired. Familiarity with department programs/curricula and ability to answer questions related to course offerings/student study plans. Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion. 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. Work Environment/Work Week/Travel: Work performed primarily in a standard office environment. Work performed during standard business hours. Hiring Range Min $14.28 per hour to Mid $18.28 per hour, non-exempt Background Check Statement Applicants who are selected as final possible candidates must pass a criminal background check. AA/EEO Policy Statement University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not 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.