Primary Purpose: This individual works under the general supervision of the dean and performs the following services:
Administrative and strategic support.
Serves as liaison between the dean's office and other areas of the University and external communities.
Provides oversight for the overall operations of the dean's office, with delegated authority as needed to meet academic and administrative deadlines and goals.
Acts as an advisor to dean's team and staff on annual reviews, time sheets and personnel documentation.
Supports the hiring process for all new faculty, staff and student workers in compliance with University guidelines.
Essential Functions: 1. Facilitates School of Health Sciences leadership team, faculty and staff meetings.
2. Manages processes for faculty and academic administration including: Promotions and Tenure document submission. First year retention. Third year review. Faculty annual review. Faculty development leaves. Faculty orientation to school policies and governance. Awards and recognition nominations and applications internal and external.
3. Performs advanced and confidential administrative duties for the Dean, Associate Dean and appointed search committees as assigned. Initiates research and development of special reports and analysis to support strategic and planning activities for the dean. Manages timely collection and storage of data relating to faculty as needed for reporting and accreditation. Supports data analysis on staff and faculty hiring trends and workload reporting within the school for accreditation and administrative reporting. Provides and prepares information to support meeting agenda development and ongoing work including background research and analysis as appropriate and/or requested. Maintains confidential files relating to student issues.
4. Initiates workflow of the deans office in tracking and coordinating status and completion of follow-up action times as assigned by the dean. Works autonomously within University guidelines and policies.
5. Ensures compliance for variety of personnel related issues on recruitment, employment, compensation and workplace safety in coordination with Human Resources, Provost office, Payroll and Risk Management. Responsible for compliance with staff workplace trainings. Prepares communications and documents (including supporting research/evidence). Directs and facilitates the school process for position postings, recruitment and approvals on behalf of the dean in coordination with university policy and disseminates information on these processes. Staff annual reviews and professional development process.
6. Oversees administrative support for the deans office including but not limited to managing the deans calendar. Supervises other staff in the deans office as appropriate and temp casual employees in the school.
7. Preforms miscellaneous duties as assigned
Minimum Qualifications: Bachelors degree. Five (5) years of experience providing senior level administrative support, coordinating major projects and events.
Preferred Qualifications: Excellent oral and written communication and interpersonal skills. Strong leadership and supervisory experience. Capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, kind, and concise way. Ability to work independently and in a team-oriented, collaborative environment. Ability to take initiative and independently plan, organize, coordinate, and perform work in various situations where numerous and diverse requests are involved. Strong organizational skills with attention to detail in all aspects of work. Knowledge and understanding of recruitment, employment and workplace safety regulations. Ability to maintain strict confidentiality. Intermediate to advanced skills in MS Office suite, and experience using databases and ability to adapt to new technology. Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote a diverse inclusive workplace. Experience in human resource management and/or employee relations and/or work with academic personnel policies and issues. Experience in higher education setting. Demonstrative consultative skills in working with internal and external constituents.
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, walking across campus, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.
Work Environment/Work Week/Travel: Work typically performed during standard business hours. May require occasional evening and/or weekend hours. Occasional travel may be required.
Background Check Statement: All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.
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.
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Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.