Administrative Assistant III

Position Information Job Title Administrative Assistant III Union Level Department Physical Therapy Campus Stockton Posting Number 201304366P 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 The Administrative Assistant III position performs administrative support activities for the Program Manager, Director of Clinical Education, Department Chair, the clinical instructors, and faculty of the Department of Physical Therapy. The functions listed are representative of duties typically performed by this position. Staff may perform some but not all and/or may be assigned additional duties specific to unit. Pacific offers full-time employees a unique opportunity to live on our beautiful campus at below-market rental rates—helping you save time and money on your commute. Essential Functions Support the Director of Clinical Education: Serve as the liaison to clinical site coordinators. Manage clinical education database. Monitor deadlines and requirement compliance with contract agreements between University and database vendors. Create or develop correspondence and communications with clinical instructors and clinical sites. Student Support: Manage the student document management website and onboarding process for all students in compliance with site-specific requirements. Ensure compliance with department policies and procedures for calendars, room scheduling, and textbook orders. Provide Department of Physical Therapy with budget and financial support: Reconciles and processes Procurement Card activity and statements Manage calendars for Department of Physical Therapy, class schedules, and book classrooms as needed. In coordination with Program Manager coordinate logistics for Department of Physical Therapy events and faculty meetings which may include catering, technical support, meeting invitations, guest lists, and booking rooms. Maintain records, prepares letters and forms, special reports, verifies information and resolves issues requiring knowledge of Department of Physical Therapy operations. Maintain office filing system including hardcopy system, electronic document management, and various databases. Ensure confidentiality of student records and compliance with all applicable regulations pertaining to records management, privacy, and confidentiality. Schedule and/or arrange meetings, travel, lodging for Department of Physical Therapy faculty, staff, and guests. Participate in staff training to continue ongoing professional development. Monitor office equipment, facilities, and duplicating services to ensure that all are operational. Order supplies and request repairs of equipment and facilities as needed or requested. Ability to adapt to emerging technology. Recommend new procedures for streamlining administrative duties or office functions. Perform miscellaneous duties as assigned or requested. 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. Minimum Qualifications Two (2) years of post-high school education. Three (3) years of experience providing high-level, professional administrative support. Preferred Qualifications Excellent communication and interpersonal skills. Sol…

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