Primary Purpose
Under the general direction of the Admissions and Operations Director and Program Director, this position provides comprehensive administrative and operational support for the Physician Assistant Program. The role serves as the primary front-office contact for the department and coordinates a variety of administrative functions, including office operations, financial transactions, meeting and event logistics, admissions support, facilities coordination, and Program communications. The position works independently in a high-volume, fast-paced academic environment while ensuring efficient day-to-day Program operations.
The essential functions listed below are intended to identify those generally assigned. In addition, unit-specific responsibilities may be assigned based on business needs.
Essential Functions
Provides administrative support to the Program in a variety of functions/areas that may include, but are not limited to:
Administrative & Fiscal Operations
- Serve as the department’s primary point of contact, responding to inquiries, directing visitors, and providing information to students, faculty, staff, and the public.
- Prepare correspondence, reports, and other program materials; manage document distribution, filing, and records.
- Maintain departmental calendars and support scheduling activities to ensure effective communication and coordination.
- Manage incoming and outgoing mail and maintain routine office operations using established departmental and University procedures.
- Support departmental financial operations, including travel, purchasing, expense tracking, reimbursements, procurement card transactions, and reconciliation activities in accordance with University policies.
- Coordinate departmental printing, copying, and document production needs.
Meeting & Event Coordination
- Coordinate meetings and events, including scheduling, room reservations, lodging, transportation, catering, technology support, materials preparation, and event logistics.
- Prepare agendas and meeting minutes for faculty and staff meetings. Facilitate timely review and distribution.
- Support program-sponsored events and activities, including occasional evening and weekend participation.
Facilities & Resource Management
- Coordinate facilities operations and ensure classrooms, offices, and shared spaces remain functional, organized, and ready for program activities. Assists with facilities/ classroom resets as needed. Submit service requests, coordinate equipment repairs/maintenance, and serve as a building safety leader.
- Maintain office, classroom, and laboratory supplies and facilitate ordering/re-stocking activities as needed.
Admissions & Program Support
- Assist with preliminary admissions application screenings in accordance with program admissions policies and procedures; refer admission decisions to Admissions and Operations Director.
- Membership on the admissions committee with responsibilities for applicant interviews and selection.
- Provide administrative support for program initiatives and special projects as assigned.
- Performs other duties as assigned.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.
Physical Requirements
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.
Hiring Range
$22.68 - $30.04 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate’s qualifications, internal equity, as well as market and organizational considerations when extending an offer.
Background Check Statement
All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
AB 810 Misconduct Disclosure Requirement: University of the Pacific complies with California Assembly Bill 810, requiring candidates accepting conditional job offers to disclose any final administrative or judicial findings, ongoing proceedings, allegations, resignations under investigation, or appeals related to sexual harassment or misconduct within the past seven years.
Anti-Discrimination/EEO Policy Statement
University of the Pacific is an equal opportunity employer dedicated to workforce diversity across backgrounds, experiences, and viewpoints. Pacific does not unlawfully 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, or other legally protected characteristics or combination of such characteristics. While we strive to attract a broad and representative pool of candidates, all hiring decisions are made based on merit, selecting the most qualified individual for each position.
