Administrative Assistant III

Posting Details

Job Title:

Administrative Assistant III

Union Level:

Department:
Dean's Office

Campus:
Sacramento

Posting Number: P

Full or Part Time:
Full Time

Number of Months: 12

Open Date: 06/23/2026

Open Until Filled:
Yes

• 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.

This position is not eligible for a visa sponsorship now or in the future.

Under the guidance of the Executive Assistant the Administrative Assistant III provides technical and administrative support to the Dean's Office and the Office of Fiscal Services. The position functions under minimal supervision, independently performing challenging work in a high‐volume, fast‐paced environment.

• Design and implement efficient organizational systems for managing documents. Maintain hard copy files, electronic records, and databases.
• Responsible for processing requisitions and purchase orders in Banner and submitting vendor invoices and reimbursements in Emburse.
• Lead the planning of logistics and provide administrative support for events, special guest visits, receptions, retreats, and meetings for the Dean's Office.
• Assist the Executive Assistant with managing sponsor ships from the Law Community Relations fund.
• Assist the Executive Assistant in managing the Dean's office utilizing discretion and independent judgment in the performance of job duties including but not limited to:
  • Composing and editing routine/non‑routine correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean. Conduct research, proof/format articles, reports, memos, etc.
  • Assist in maintaining the law school's organizational chart, coordinate office procedures.
  • Assist with tracking department budgets as needed: track expenditures, accounts payable, reimbursements, and manage miscellaneous vendor accounts.
  • Coordinate travel arrangements, both domestic and international, for business‐related events and activities, while supporting a seamless functioning of the Dean's calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
  • Support the human resources functions for the law school, including originating Electronic Personnel Action Forms, processing position descriptions, supporting hiring searches, administering offer letters.
  • Serve as key contact for the Dean's Office, greets guests, manages requests for information, answers phones, and determines the priority of calls, messages, and mail while collaborating with other administrative staff to use resources efficiently.
  • Order and maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and verifying receipt of supplies.
  • Manage the faculty hiring process by working with department chair to create the interview schedule, reserve rooms in EMS, coordinate catering with Bon Appetite, collaborate with IT, arrange travel accommodations and assist with interview‑day logistics.
• Ensure the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Assist the Finance Department with Budget and Finance related duties including but not limited to:
  • Issuing monthly Banner Budget reports to departments.
  • Reconcile various budgets to Banner, process Journal Entries and assist with managing Activity Codes for the Law School.
  • Assist with Grant related billing, invoicing, reconciliation of payroll and expenses, and audit related inquiries.
  • Update…