Job Description

Position Information

Job Title Administrative Assistant III Union Level Department Physical Therapy Campus Stockton Posting Number 201304366P Full or Part Time Full Time Number of Months 12 Work Schedule Position End Date Open Date Close Date Open Until Filled No 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

The Administrative Assistant III position performs administrative support activities for the Program Manager, Director of Clinical Education, Department Chair, the clinical instructors, and faculty of the Department of Physical Therapy.

The functions listed are representative of duties typically performed by this position. Staff may perform some but not all and/or may be assigned additional duties specific to unit.

Pacific offers full-time employees a unique opportunity to live on our beautiful campus at below-market rental rates—helping you save time and money on your commute.

Essential Functions

1. Support the Director of Clinical Education:

• Serve as the liaison to clinical site coordinators.
• Manage clinical education database.
• Monitor deadlines and requirement compliance with contract agreements between University and database vendors.
• Create or develop correspondence and communications with clinical instructors and clinical sites.

1. Student Support:

• Manage the student document management website and onboarding process for all students in compliance with site-specific requirements.
• Ensure compliance with department policies and procedures for calendars, room scheduling, and textbook orders.

1. Provide Department of Physical Therapy with budget and financial support:

• Reconciles and processes Procurement Card activity and statements

1. Manage calendars for Department of Physical Therapy, class schedules, and book classrooms as needed.
2. In coordination with Program Manager coordinate logistics for Department of Physical Therapy events and faculty meetings which may include catering, technical support, meeting invitations, guest lists, and booking rooms.
3. Maintain records, prepares letters and forms, special reports, verifies information and resolves issues requiring knowledge of Department of Physical Therapy operations. Maintain office filing system including hardcopy system, electronic document management, and various databases.
4. Ensure confidentiality of student records and compliance with all applicable regulations pertaining to records management, privacy, and confidentiality.
5. Schedule and/or arrange meetings, travel, lodging for Department of Physical Therapy faculty, staff, and guests.
6. Participate in staff training to continue ongoing professional development.
7. Monitor office equipment, facilities, and duplicating services to ensure that all are operational.
8. Order supplies and request repairs of equipment and facilities as needed or requested.
9. Ability to adapt to emerging technology.
10. Recommend new procedures for streamlining administrative duties or office functions.
11. Perform miscellaneous 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 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 high-level, professional administrative support.

Preferred Qualifications

• Excellent communication and interpersonal skills.
• Solid English composition skills, and ability to create, compose and edit letters and other materials.
• Ability to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, supportive manner.
• Capacity to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Ability to assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of activities, correctly interpret directions and work well under tight deadlines is crucial.
• 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.

Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping, and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:

Work typically performed during standard business hours. Work typically performed during standard business hours in person.

Hiring Range $20.16 - $26.70 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.