Primary Purpose: This position provides administrative support to the Director and Senior Program Manager to fulfill the objectives of the Physician Assistant Program. Serves as the primary point of contact for the program, assisting and maintaining correspondence with students and applicants to the Program. Supports developing health science programs with administrative support at the direction of the Program Director.
Essential Functions: 1. Serves as a first-stop source of assistance for applicants, students, and others. Answers phones, greets students and guests, answers general program questions, and performs other general office duties.
2. Performs administrative duties for the Director, Senior Program Manager, and the Program using working knowledge of the units policies, procedures, and practices.
3. Responsible for day to day financial functions of the program, including processing of invoices, reimbursements, and Procard reconciliation.
4. Responsible for managing main program email/phone correspondence with prospective applicants, students, and other external parties, responding timely to all inquiries.
5. Responsible for calendaring, meeting/room scheduling, and catering requests at the direction of the Senior Program Manager and Program Director.
6. Schedules and/or arranges meetings, travel, lodging for unit personnel or visitors. Ensures reimbursements are made when appropriate.
7. Responsible for OnBase electronic filing indexing and production of student records.
8. Composes and prepares letters, correspondence, special reports, presentations, and email using standard software applications and in a form consistent with standard business practice.
9. Assists with recruiting efforts including, but not limited to, on and off campus recruiting events, information sessions, webinars, and advertising.
10. Supports admissions with screening of applications, assisting with interviews, and other admissions related activities as assigned.
11. Supports event coordination and planning efforts.
12. Assists with program marketing and outreach.
13. Takes meeting minutes for review and/or distribution.
14. Other duties as assigned.
Additional School of Health Administrative Support: 1. Provides administrative support directly to Program Director, and new programs under development specifically related to School of Health Initiative tasks.
2. Responsible for calendaring, meeting/room scheduling, attending meetings, taking meeting minutes, and following up on assigned tasks as needed.
3. Serves as a liaison between Program Director and new health program personnel as needed.
4. Assist with building planning and design efforts as needed for new programs.
Two (2) years of post-high school education, or equivalent combination of experience, education, and training.
Demonstrated proficiency in the use of computer office software including word-processing, spreadsheet applications and mail merge functions. PowerPoint or similar programs.
Experience in supporting educational/academic programs and services preferred.
Bachelors degree preferred.
Skills/Knowledge and Expertise:
Positive attitude, strong service orientation.
Knowledge of modern office methods, supplies and equipment that are adequate to successfully complete difficult and complex documents.
Excellent verbal and written communication and interpersonal skills.
Strong organizational skills and the ability to work under pressure with frequent interruptions; ability to work independently under general direction.
Demonstrated ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
Excellent verbal, written communications and interpersonal skills; ability to establish and maintain effective working relationships with staff, departments, and others.
Excellent phone & customer service skills, office organization, event/meeting scheduling and records management skills.
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. May require occasional evening and weekend hours to complete tasks. Occasional travel may be required.
Valid drivers license required. Incumbent must also be able to meet the Universitys fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.
Hiring Range: Commensurate with experience, non-exempt
Background Check Statement: Applicants who are selected as final possible candidates must pass a criminal background check.
Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.