University of the Pacific · 21 hours ago
Administrative Assistant III
Stockton, CA
Full-time
Onsite
Mid Level
$20.16/hr - $23/hr
3+ years expUniversity of the Pacific is seeking an Administrative Assistant III to provide administrative support to the Department of Physics and Astronomy and the Department of Geological and Environmental Sciences. The role involves a wide variety of administrative tasks, including scheduling, budget management, and student employee oversight, while serving as a primary point of contact for the assigned units.
Higher Education
No H1B
Responsibilities
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
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
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
Creates and monitors student employee schedules
Assigns and reviews student employee work
Reviews and submits student employee timesheets
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
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
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
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
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
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
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
Qualification
Required
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
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
Company
University of the Pacific
University of the Pacific is a highly-ranked national university providing personal, student-centered liberal arts.
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Wesley Yourth
Deputy Director of Athletics - Chief Operating Officer
Cari Keller
Director of HR Partner Services
Recent News
2025-07-14
University of the Pacific
2025-04-30
Company data provided by crunchbase