| Essential Functions | - Independently and/or in coordination with the program director, manages the operations and has overall responsibility for office management for the Social Work Education Capacity Expansion Grant.
- Oversees program projects, budget administration, and execution for assigned initiatives.
- Completes queries, reconciliation, transfers, and budget reports as directed by Program Director and assists School of Health Sciences Director of Finance and Operations in reconciling and tracking the budgets/grants and resolving budget inquiries for these programs.
- Edits departmental projects and reports, student handbooks, etc. with professional quality.
- Develops communications materials for the program, such as flyers, brochures, video content, etc.
- Creates schedules for classes, workshops, academic term calendars, and events based on instructions and guidelines provided by Program Director.
- Works with Graduate Admissions, Registrar and Graduate School to develop and manage the pre-matriculant and matriculant activities of SW students; including registration/orientation, student registrar processes, degree reviews, graduation and departure protocol and responsibilities for outgoing students.
- Develops, designs, and manages SW Program’s systems for creating, tracking, storing and retrieving all student and alumni programmatic records ensuring the security and privacy of all confidential records and is compliant to policies and regulations including but not limited to the Family Educational Rights and Privacy Act (FERPA) and the Health Insurance Portability and Accountability Act (HIPPA) requirements.
- Supervises administrative assistants and student workers.
- Works with the Graduate Admissions/School of Health Sciences, assists with a robust admissions plan, including organizing applicant engagement events, participating in conferences, identifying and developing/coordinating active/direct recruitment opportunities, and processes.
- Works with the Sponsored Projects Office, Alumni Relations, University Advancement and other University departments to plan, implement and manage initiatives and processes for the Social Work Education Capacity Expansion Grant. Acts as liaison with student services and faculty support offices, linking students and faculty to appropriate staff and administrators and facilitating the service needed.
- Serves as both internal and external representation for the Program to promote, coordinate, facilitate and maintain connections between key stakeholders (including field sites, community partners, and potential donors), providing technical and programmatic guidance about the particulars of the programs offered to constituents in Sacramento.
- Uses advanced skills in Outlook, Word, Excel, Banner, and SharePoint combined with experience in database management and internet research skills.
- Handles multiple project assignments and work effectively to meet deadlines and if needed communicate the need for additional resources to meet deadlines.
- Resolves routine and complex problems with minimal consultation; handles multiple assignments and prioritizes in a constantly changing work environment.
- Implements a review and evaluation process of assigned initiatives and makes recommendations for new and improved efficiencies for administrative, operational, and programming processes.
- Applies business and industry knowledge to partner with managers, staff, departments, or business units in identifying individual, team, or workplace performance- improvement opportunities, evaluates possible solutions, and recommends solutions that will have a positive impact on individual or team performance.
- Performs other related 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.
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| Preferred Qualifications | - Master’s Degree in education.
- One (1) year of experience as the primary or lead administrative assistant or manager of an academic program or department.
- Experience in managing and/or assistance with developing a new academic program.
- Experience conducting outreach with high-level external stakeholders.
- Experience analyzing data/conducting research and developing program policy recommendations.
- Experience in supervising administrative assistants and student workers.
- Proficiency in the use of MS Office, Banner, SharePoint and HR systems.
- Demonstrated expertise in oral and written communication skills.
- Professionalism and high-level interpersonal skills that demonstrate effective, clear and culturally sensitive communication.
- Experience with managing projects, timelines, and budgets.
- Must have the capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
- Must be able to multi-task, organize resources and establish priorities in a fast- paced, demanding environment.
- Ability to adapt to emerging technology.
- Must assume responsibility and work effectively with minimum supervision.
- Must maintain strict confidentiality.
- 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.
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| 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.
Work is primarily performed in a standard office environment with use of computer and phone. Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.
Work Environment/Work Week/Travel: Work is typically performed during standard business hours. Work may require occasional evening and weekend hours to complete tasks. Occasional travel may be required. |
| AA/EEO Policy Statement | University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not 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. |
