• Provide administrative support to Dean and office in a variety of functions/areas that may include but are not limited to:
  • Responds to unit personnel on general inquiries and provides information to those the unit serves.
  • Prioritizing multiple meetings, events, travel and meeting/conference itinerary needs.
  • Update, maintain and distribute school phone lists, mailbox lists and keys.
  • Sorts, delivers and manages unit mail both incoming and outgoing.
  • Provide support to EMS reservations.
  • Updates Master calendar and SharePoint site with school events.

• Supports projects, initiatives, and activities that impact the school, an academic or administrative departments.
  • Maintains a variety of department records both electronically and manually including but not limited to personnel records and areas of compliance.
  • Requests unit's supplies, repair of equipment when needed or requested.
  • Recommends new procedures for streamlining administrative duties or office functions.
• Composes and prepares letters, correspondence, special reports, technical papers, presentations and e-mail using standard software applications and in a form consistent with standard business practice.
  • Assist the Dean with preparing and mailing correspondence to donors and prospective students.
  • Creates or develops correspondence and communications on behalf of Dean for employee years of service and student award recognition.
• Meeting support:
  • Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors.
    • Coordinates and schedules meetings for the Dean's Leadership Council and Industrial Advisory Board.
    • Ensures reimbursements are made when appropriate.
    • Arranges for guest or presenters to ensure their needs are met.
  • Takes meeting minutes for review and/or distribution for the School's advisory boards including the Dean's Leadership Council, Pacific Pharmacy Alumni Association, and Industrial Advisory Boards (will require occasional work outside normal business hours)
  • Supports monthly pharmacy meetings catering and set up as needed.
    • Attend all pharmacy meetings (All School and Faculty).
    • Assist with attendance, polling software and other technical support as needed.
• Organizes and/or assists with the coordination of unit events such as Commencement and Scholarship Luncheon, (will require occasional work outside normal business hours) as assigned to include but not limited to:
  • Participate in event planning meetings.
  • Arranges for facilities and equipment set-up as well as technical support.
  • Requests for payment to vendors/accounts.
  • Manages event expenses.
  • Manage and purchases supplies/materials needed for events.
  • Serves as primary department contact and coordinator to campus departments/units as necessary.
  • Assist with logistical support for School marque events and attend events as needed.
• Provides budget and procurement support:
  • Processes accounts payable and/or reimbursement requests in timely manner.
  • Reconciles and processes Pro-Card activity.
  • Orders supplies for office as needed.
  • Prepares deposits for approval and submitting to cashier's office.
  • Manage gift processing and submitting to University Advancement Office in a timely manner.
• Performs other duties as assigned or requested.

• Two (2) years of post-high school education.
• Two (2) years of responsible administrative experience.

• Progressive leadership experience.
• Experience in providing administrative oversight to senior-level administrators.
• Excellent written and verbal communication skills.
• Interpersonal skills, exercising diplomacy and cultural awareness in all circumstances.
• Ability to establish priorities in a fast-paced, demanding environment.
• Ability to work effectively with minimum supervision.
• Maintains strict confidentiality.
• Proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Ability to establish and maintain effective working relationships with staff, departments, external constituents, and others.
• Excellent phone & customer service skills, office organization, event/meeting scheduling, and records management skills.
• Intermediate to advanced experience using databases such as SharePoint and Canvas.
• Ability to adapt to emerging technology.
• Familiarity with basic budget and bookkeeping procedures.
• 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.

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.