Primary Purpose: Reports to the Program Director for Social Work. The position is responsible for the oversight and management of operations, administration and budget processes for the Social Work Program. This position further supports the director with recruitment, hiring, and orientation of new faculty and staff.
Essential Functions: 1. Independently and/or in coordination with the program director, manages the operations and has overall responsibility for office management for the Social Work Program. 2. Oversees program projects, budget administration, and execution for assigned initiatives. 3. Completes queries, reconciliation, transfers and budget reports as directed by Program Director and assists School of Health Sciences Business Manager in reconciling and tracking the budgets/grants and troubleshooting/resolving budget inquiries for these programs. 4. Edits accreditation reports, project/research reports, student handbooks, etc. with professional quality. 5. Develops communications materials for the program, such as flyers, brochures, video content, etc. 6. Creates schedules for classes, workshops, academic term calendars, and events based on instructions and guidelines provided by Program Director. 7. Manages program assessment and field education student records/site management databases using Excel/SPSS/other software and proprietary database systems. 8. Organizes and schedules program meetings, faculty meetings, events, accreditation visits, and advisory board meetings, and host guests for the program. 9. Conducts and oversees hiring processes for faculty and staff in compliance with human resources policies. 10. 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. 11. Develops, designs, and manages SW Programs 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. 12. Supervises administrative assistants and student workers. 13. 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. 14. Works with the Sponsored Projects Office, Alumni Relations, University Advancement and other University departments to plan, implement and manage initiatives and processes for the SW Program. 15. Acts as liaison with student services and faculty support offices, linking students and faculty to appropriate staff and administrators and facilitating the service needed. 16. 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. 17. Uses advanced skills in Outlook, Word, Excel, Banner, and SharePoint combined with experience in database management and internet research skills. 18. Handles multiple project assignments and work effectively to meet deadlines and if needed communicate the need for additional resources to meet deadlines. 19. Resolves routine and complex problems with minimal consultation; handles multiple assignments and prioritizes in a constantly changing work environment. 20. Implements a review and evaluation process of assigned initiatives and makes recommendations for new and improved efficiencies for administrative, operational and programming processes. 21. 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. 22. Performs other duties as assigned.
Minimum Qualifications: 1. Bachelors degree 2. Five years of experience providing senior level administrative and professional program support
Preferred Qualifications: 1. Masters degree strongly preferred, especially in education. 2. One year of experience as the primary or lead administrative assistant or manager of an academic program or department. 3. Experience in managing and/or assistance with developing a new academic program 4. Experience conducting outreach with high-level external stakeholders 5. Experience analyzing data/conducting research and developing program policy recommendations 6. Experience in supervising administrative assistants and student workers 7. Proficiency in the use of MS Office, Banner, SharePoint and HR systems. 8. Demonstrated expertise in oral and written communication skills. 9. Professionalism and high-level interpersonal skills that demonstrate effective, clear and culturally sensitive communication. 10. Experience with managing projects, timelines, and budgets. 11. Must have the capacity to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way. 12. Must be able to multi-task, organize resources and establish priorities in a fast-paced, demanding environment. 13. Ability to adapt to emerging technology. 14. Must assume responsibility and work effectively with minimum supervision. 15. Must maintain strict confidentiality. 16. Must assume responsibility and work effectively with minimum supervision.
Physical Requirements: 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 (or walking across campus, if applicable), 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. Valid drivers license is required. Incumbent must also be able to meet the Universitys fleet rules and be eligible to drive for University business. The Universitys insurance carrier reserves the right to exclude applicants based on their driving record.
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.