Primary Purpose: Reporting to the Executive Associate Dean (EAD), manages the operations and administrative support functions for the Dean's Office, and manages and provides leadership to the administrative staff.
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.
Essential Functions:
Manage and maintain appropriate support for Dean and EAD to ensure efficient handling of work; provide oversight/delegation of daily work and assignments to include:
schedule meetings, appointments, and travel arrangements
review meeting calendar and confirm appointments
prepare correspondence, agendas, minutes, reports
maintain electronic files
manage special projects and events as needed
develop process guides and reverse calendars for events
manage staff coverage
Lead, evaluate and coach staff; provide timely feedback; encourage and support development opportunities and implement performance improvement plans when necessary.
Assist with management of Dean's office and EAD budgets; prepare required forms for payments, Procard reconciliations, and other related paperwork.
Project management, to include:
Tracking progress of dean's office projects, including timelines, responsibilities, and deadlines
Interacting and coordinating schedules with internal and external project participants
Attending project meetings and providing status reports
Projects may include program expansions, remodel and upgrade to work spaces, and collaborations with outside health partners
Assist EAD with tracking and management of quality assurance measures and outcomes tracking.
Act as liaison and represent the Dean's office with internal and external contacts.
Perform all other duties as assigned by the Executive Associate Dean or Dean.
Minimum Qualifications: Knowledge of:
Advanced Microsoft Word, Excel, PowerPoint, and e-mail systems.
Staff management principles
Ability to:
Compose professional correspondence and reports.
Present information at committee and other professional meetings
Experience:
Minimum of 5 years supervisory/management experience.
Previous administrative support experience
Education:
Bachelor's degree in business or related field.
Working Conditions:
Position is full time, 8 hours per day, five days per week.
Additional hours may be necessary.
Occasional weekend assignments.
Preferred Qualifications: Ability to:
Demonstrate strong communication, customer service, and interpersonal skills.
Provide leadership and effectively manage staff.
Work effectively in a team environment and project a positive, helpful, and professional demeanor.
Work in an open office environment effectively and accurately with multiple interruptions.
Manage multiple projects, including delegation to staff to ensure timely and thorough completion of projects
Demonstrate excellent problem-solving, time management, and follow-through skills.
Apply effective project management skills and set priorities to meet multiple deadlines.
Take initiative in the organization and maintenance of departmental responsibilities, projects, and procedures.
Maintain high level of confidentiality of information.
Knowledge of:
Academic records maintenance, including hard files and database management helpful.
Data management experience desirable, such as quality assurance measures, quality improvement processes, etc.
Project management tools such as Gannt charts and Microsoft Project
Experience:
Previous experience in an academic or healthcare setting.
Other:
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.
Work performed is primarily general office/administrative with frequent use of computer, keyboard and telephone.
Occasional standing, walking, reaching, bending, and pushing.
Occasional lifting of up to 15 lbs should be anticipated.
Hiring Range: $74,613.35 to $98,884.07 annually. 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.
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.
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University of the Pacific is a mission-driven organization, focused on creating the next generation of leaders in a wide array of disciplines through student-centered teaching and research that blends learning in classrooms, laboratories and studios with real-world experiences partnering with organizations across northern California. No matter the job, every employee at Pacific is part of contributing to the mission of California’s first university, which ranks in the Top 20 in the West and Top 100 in the U.S.