Administrative Assistant III

For Applicants Seeking Job Opportunities within the University. 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.

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

Primary Purpose

Reporting to the Associate Dean for Academic Affairs in the College of the Pacific, this position performs a wide variety of administrative support activities for the College and serves as the primary point of contact for the assigned unit. The position also serves as a liaison between the Associate Deans, students, faculty, University offices, and the external community as well as a leader among other support staff.

The position functions under minimal general supervision, independently performing challenging work in a high volume, fast-paced environment.

The essential functions listed below are intended to identify those generally assigned. Other responsibilities may be assigned that are unit specific and based on business need.

Pacific Technology Coordination and Support:

• Computer Refresh Program:
  Oversee the record-keeping, ordering, billing, and warranty tracking of faculty and staff computers within the College. Coordinate with Pacific Technology for the distribution of computers and peripherals to faculty, staff, and classrooms. Collaborate with the COP budget director to review the charges and ensure they are correctly applied to the appropriate index.
• Liaise with Pacific Technology:
  Serve as a primary point of contact between the College and Pacific Technology, relaying questions and concerns in both directions and updating the Dean’s Office about changes to technology, services, and policies affecting College faculty and staff.

Support Associate Dean for Academic Affairs Functions:

• Block Scheduling:
  Compile information from each department chair in preparation for scheduling their incoming freshmen, including which courses students should be enrolled in based on their major. Provide reports for the Associate Dean to help with enrollment decisions. Assist in creation of student schedules as needed. Provide overrides to faculty and their advisees (incoming students). Make advisor assignments in Banner or its successor system.
• Orientation
  
  Activities:
  
  Reserve rooms for orientation and Week of Welcome (new student orientation) activities. Assist in answering questions and connecting new students to academic and university resources.
• Experiential Learning Overload Compensation:
  Request intent forms from faculty at the beginning of each semester. Collect, review for completeness, and submit to Associate Dean for Academic Affairs for approval. Request final grades and assessment report at the end of the term for payment. Prepare and submit EPAFs for faculty payment.
• Summer Session:
  Hire all College faculty teaching Summer Session courses (e.g., EPAFs, appointment letters, payment information) for each summer session.
• Faculty Database:
  Assist in the maintenance of a College faculty database, including office and contact information, courses taught, College and university service, leaves, and promotion and tenure progress.
• Spanos and Corson Teaching Awards:
  Collect faculty nomination packets and distribute to award committee members.

Wendell Phillips Center and Humanities (Annex):

• Building Coordination:
  Monitor appearance and maintenance of Wendell Phillips Center building and rooms (e.g., offices, conference rooms, and College and centrally-funded classrooms). Provide assistance as appropriate for program-funded classrooms. Send FAMIS requests to Facilities (e.g., HVAC adjustments, items in need of repair/replacement, and new carpet/paint) and liaison with Facilities as needed.
• Key Management:
  Maintain records for all keys within Wendell Phillips Center, including key distribution to faculty and staff. Maintain a complete set of classroom and office keys. Assist faculty when rooms are locked during business hours.
• Access:
  Set up key card access to and within buildings for faculty and staff. Monitor university calendar to ensure external doors are unlocked on correct days/times. Set up TS main access.
• Custodial Services:
  Work with Custodial Services to ensure classrooms are locked and unlocked at correct times.

Facilities Coordination:

• Key master for the College:
  Act as the designated key master for the College. Interface with University Locksmith when questions arise about key requests for College buildings and rooms.
• FAMIS Requests:
  Track and coordinate high-level FAMIS requests, ensuring timely completion, accurate documentation, and resolution of issues.
• Appearance of College Buildings:
  Coordinate with administrative assistants in other College buildings to ensure uniformity in classroom furniture and building appearance. Assist with FAMIS requests and coordination with Facilities as needed.

College…