Coordinator

Primary Purpose
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
ESSENTIAL FUNCTIONS : Provide comprehensive administrative support to the Dean including: Coordinating the Deans calendar to ensure meetings and commitments are effectively prioritized and executed on schedule. Organizing and facilitating teleconferences videoconferences and virtual meetingsensuring 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 Deans 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 Universitys 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 Deans 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.

Minimum Qualifications
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.

Preferred Qualifications
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: Bachelors 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.

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