Coordinator

*Position is eight hours per day, five days per week.
*Must be available for occasional weekend and evening assignments.

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.

For in-person roles: This is an in-person role, and the successful candidate must be willing to relocate within California, preferably within 25 miles of the (City) Pacific campus.

For online roles: While this is an online position, Pacific's three campuses are within California and its faculty and staff are mostly California residents. For administrative purposes, California residents are preferred. Out of state hires must be approved either by the Provost and Executive Vice President for Academic Affairs (for academic hires) or by the Chief Financial Officer and Executive Vice President for Finance and Operations.

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

Under the general supervision of the Executive Associate Dean or Dean provides comprehensive administrative, operational, and event coordination support for the Office of the Dean. and provides general administrative support to the Dean and Executive Associate Dean.

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.

ESSENTIAL FUNCTIONS:
Provide comprehensive administrative support to the Dean, including:

* Coordinating the Dean's calendar to ensure meetings and commitments are effectively prioritized and executed on schedule.

*Organizing and facilitating teleconferences, videoconferences, and virtual meetings,ensuring all logistical requirements are met.

*Preparing and distributing meeting invitations, agendas, reminders, and related correspondence on behalf of the Dean.

*Coordinating the routing, tracking, and timely processing of documents requiring the Dean's review and signature.

*Serving as the primary point of contact for visitors, faculty, staff, students, and external guests meeting with the Dean, ensuring a professional and welcoming experience.

*Drafting, proofreading, and preparing professional communications, reports, and correspondence.

*Maintaining Room 401 and the adjacent reception area in a professional, organized, and guest-ready condition.

*Monitoring office supply inventory and coordinating the procurement of supplies and refreshments to support daily operations.

*Coordinate and manage logistics for the semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner, including planning, communications, and event execution.

*Process invoices, prepare requisitions, and collaborate with the Business Office to facilitate purchase orders and timely payment processing in accordance with institutional policies.

*Maintain accurate student and alumni records using Banner and other university information systems.

*Coordinate and manage logistics for the semi-annual Student Leaders and Administrators Dinners and the annual Residents and Administrators Dinner, including planning, communications, and event execution.

*Process invoices, prepare requisitions, and collaborate with the Business Office to facilitate purchase orders and timely payment processing in accordance with institutional policies.

*Maintain accurate student and alumni records using Banner and other university information systems.

*Provide administrative support for the Tau Kappa Omega Honor Society, including membership administration, business meeting coordination, event planning, and annual convocation activities.

*Serve as a resource for student and alumni information by researching and verifying contact and demographic data to support departmental initiatives and communications.

*Provide cross-functional administrative coverage and operational support for other departmental administrative staff as needed to ensure continuity of service.

*Deliver exceptional customer service to students, faculty, staff, alumni, and external constituents while fostering a welcoming, collaborative, and humanistic environment aligned with the University's mission and values.

*Provide administrative and project support to the Executive Associate Dean, including assistance with scheduling, communications, and special initiatives.

*Prepare and distribute meeting agendas, briefing materials, reports, presentations, and supporting documentation; ensure participants receive materials in advance and are adequately prepared.

*Monitor meeting schedules and proactively send reminders, confirmations, and follow-up communications to ensure attendance and participation.

*Take initiative to identify scheduling conflicts, prioritize urgent matters, and recommend solutions to maximize the Dean's effectiveness and availability.

*Provide occasional administrative support to the Executive Associate Dean or Dean.

*Perform all other duties as assigned by the Executive Associate Dean or Dean.

Knowledge of:
*Office methods and procedures.
*Principles of business letter and report writing.
*Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, and Teams
*Database and information management systems
*Meeting planning and coordination.

Experience:
*Minimum of three (3) years of progressively responsible administrative support experience, preferably in a higher education, healthcare, or executive office environment.
*Experience coordinating meetings, events, calendars, and administrative processes requiring independent judgment and attention to detail.

Education:
*High School Diploma or equivalent.

Knowledge of:
*Knowledge of Banner software helpful.

Ability to:
*Maintain confidentiality of materials and information.
*Demonstrate effective and professional written and verbal communication skills with all constituents.
*Demonstrate excellent organizational skills and handle multiple projects simultaneously.
*Demonstrate strong attention to details and accuracy.
*Exercise independent judgment and discretion.
*Work independently or as a part of a team.
*Type minimum of 50 wpm.

Experience:
*Previous experience in an educational institution desirable.
Education:
*Bachelor's degree or equivalent.
*Additional certifications in administrative functions.

Other:
*Experience and sensitivity in working with people of diverse backgrounds and cultures.
*Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
*Ability to engage and integrate culturally responsive practices and knowledge in their work.

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.

*Work performed is primarily general office/administrative with frequent use of computer keyboard, mouse and telephone; requires sitting majority of the working day.
*Frequent standing, walking, reaching, bending, and pushing.
*Occasional lifting of up to 15 lbs.

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.

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.