Administrative Assistant (Direct Admin/Clerical Support) to the GE Office (70%).
Assisting GE Director in Office Duties:
- Maintaining GE Director’s calendar/schedule; set appointments as needed.
- Assist with data collection for GE assessment; maintain GE records on GE drive.
- Assist in creating of GE Newsletter, maintain the GE website, and post announcements; support Canvas and SharePoint sites.
- Coordinate the Core 1 mentor program, including scheduling workshops and sending mentor communications.
- Use standard software to create letters, correspondence and emails.
- Prepare course articulation letters for PACS and CORE students.
Assisting in scheduling and staffing all Core Seminar Sections (CORE 1, CORE 2 – Fall/Spring/Summer):
- Use Banner to set-up the course schedule created by the GE Director/Dean.
- Submit room, instructor, and time changes requested by instructors.
- Prepare appointment letters and submit EPAFs for instructors each term, as needed.
Planning and Organizing Faculty Workshops:
- Reserve rooms using FAMIS and Virtual EMS.
- Coordinate catering for GE training workshops.
- Process paperwork for external speakers; prepare training materials; coordinate technology needs.
Assisting all Core instructors:
- Distribute mail, messages, and assignments to instructor office boxes.
- Create instructor files; collect CVs, contact information, and syllabi.
- Serve as the contact person for adjunct instructors.
- Notify students of instructor absences and occasionally distribute assignments.
- Maintain the GE Adjunct office; request and manage keys.
- Collect syllabi for GE and FFS courses for the Syllabus Repository.
Accessing Banner Student Data:
- Input GE and Fundamental Skills (FS) student overrides during registration; manage related student communications and appointments.
- Access student schedules and registration information as needed.
Supporting Faculty and Student Awards (Long Awards, Raymond Essay Award:
- Distribute award letters and process stipend payments using department budget records.
- Create bulletin board displays for Long Awards/GE programs using basic graphic and photography tools.
- Maintain contact with Raymond College alumni; prepare and mail materials for the Raymond Essay Awards Committee.
Online Student Evaluations:
- Set up implementation and communication plans for GE and FS online evaluations each term.
- Communicate procedures and deadlines with instructors each semester and summer term.
Administrative Support for the GE Committee:
- Schedule GE Committee meetings and agenda-setting meetings; take minutes.
- Consolidate committee materials.
- Monitor progress of forms during the approval process.
- Maintain files for GE Breadth Program Proposals and Recertification Forms.
Pro-Card/Budget Responsibilities:
- Monitor multiple GE and Fundamental Skills (FS) budget lines.
- Purchase supplies and equipment using the University Pro-Card; reconcile Pro-Card activity and statements.
- Use Banner Finance to assist with preparing the monthly GE budget report.
- Process journal entries, budget transfers, and reimbursements.
Interaction with Students:
- Respond to GE-related student questions; direct students to appropriate resources while maintaining a professional and friendly demeanor.
- Provide office access keys during business hours.
- Oversee peer mentors and submit EPAFs for student workers.
- Perform other duties as assigned or requested.
Administrative Assistant (Receptionist/Admin Support) to COP Dean’s Office (30%).
- Schedule appointments and provide administrative support to the COP Dean’s Assistant.
- Assist with special projects and events, including faculty and student ceremonies, faculty meetings, holiday celebrations, and COP Commencement.
- Serve as support with Interfolio software and electronic lists
- Upload and maintain contracts in Cobblestone.
- Upload electronic files to OnBase.
- Process travel reimbursement requests, as needed.
- Serve as the primary contact and support for the Summer High School Institute Program.
- Oversee budgets and coordinate events for the Pacific Humanities Scholar Program, the Humanities Center, and DEI programs.
- Perform general office duties, including but not limited to:
- Greeting and assisting visitors; answering and directing calls on a multi-line phone system.
- Maintaining order in reception and kitchenette areas; stocking and cleaning shared appliances; caring for office plants.
- Maintaining copy room operations, including troubleshooting issues, coordinating service, and stocking/installing toner and staples.
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.
