Administrative Assistant II

Posting Details

Position Information

Job Title
Administrative Assistant II

Union Level

Department
Benerd College

Campus
Stockton

Posting Number
P

Full or Part Time
Full Time

Number of Months
12

Work Schedule

Position End Date

Open Date

Close Date

Open Until Filled
No

Special Instructions to Applicants

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.

Position Summary Information

Primary Purpose

Under general supervision, provide confidential administrative support for Benerd College Professional and Continuing Education. Serve as a point of contact for University and external stakeholders, including current and inquiring students. May contribute support to event planning and production, office operations, and specific program logistics. Will have an acute knowledge of Benerd College and University of the Pacific policies, procedures and processes.

This position reports directly to Assistant Dean of Operations.

Essential Functions

• Provides Benerd College Professional and Continuing Education front desk/lobby administrative support such as answering telephones, assisting with student and community inquiries, helping students with course registrations in the office and through the online registration system, assisting "walk in" traffic for Benerd College, and providing overall customer assistance.
• Receives and verifies daily registration volume; performs data entry, including address maintenance, student creation, registration, grading, etc. as needed; works with records and enrollment staff to maintain data entry standards.
• Perform daily cashiering sessions created by student registrations.
  • Process credit cards.
  • Deposit checks.
  • Verify deposit totals for daily cashiering sessions.
  • Prepare daily deposit and cashiering sessions
• Assists with general office duties such as typing, filing, data entry, maintaining confidential student files, and general office maintenance as assigned.
• Monitors and maintains currency of BC Outlook, voicemail, and facsimile inboxes; oversees incoming and outgoing campus and US mail service including BC building and mailbox.
• Provides administrative support to managers and program coordinators with duties such as assembling instructor packets, tabulating evaluations, mailing student confirmations and certificates, making course confirmation/cancellation telephone calls, creating student folders, and distributing brochures.
• May work closely with partner providers regarding student enrollment, distribution of account credentials, invoicing, grading, transcript distribution, etc.
• Will become proficient in Chrome River (invoicing and reimbursement software system) and may assist with the processing of invoices, procard transactions, and employee expense reimbursements.
• May assist with financial reporting.
• Oversees copy/supply area monitoring office supply inventory in collaboration with other staff; schedules maintenance and service calls when needed, changes toner, and maintains area.
• Helps maintain staff break room and provides food/beverage for special meetings and other events.
• Performs out-of-office errands for BC staff and other duties as assigned.
• Works with the administrative team on projects and office-wide tasks in either a support or lead role, depending on the nature of the project.
• Assists with student services such as registrations, applications, special needs, etc.
• Multi-task, effectively prioritize work assignments, be a "self-starter," organize resources and establish priorities in a fast paced, demanding environment.
• Assume responsibility and work effectively with minimum supervision.
• Compose and properly format basic business letters and memos using correct grammar, spelling, and punctuation.
• Must maintain strict confidentiality.
• Miscellaneous and other duties as assigned.

University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students…