Executive Assistant

• Assess inquiries directed to the Dean, determine the proper course of action, and delegate to the appropriate individual to manage.
• Responsible for department budgets: track expenditures for both the Dean’s Office and the Dean’s Discretionary Fund; supervise departmental accounts payable, reimbursements, and manage miscellaneous vendor accounts.
• Responsible for the law school’s sponsorship budget. Receive all sponsorship requests from legal and local community members. Determine which events and programs to sponsor to maximize both the visibility in the legal and regional community and impact on the well-being of both communities. Handle all accreditation and audit responsibilities, including reporting to WASC and the ABA, and responding to internal and ABA audits.
• Direct the preparation of reports for the ABA, U.S. News and World Report, and other entities.
• Manage the Dean’s office utilizing discretion and independent judgment in performance of job duties, including decision making for executive scheduling and the sensitivity and nature of meetings, confidential personnel information, budgets and other business matters. This may include but is not limited to:
  • Maintaining the seamless functioning of the Dean/Associate Dean’s calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
  • Assisting in ensuring that the Dean’s meetings are effective with realistic objectives, appropriate preparation, and that the Dean is well-prepared.
  • Coordinating logistics for meetings/events and other activities which may include catering services, technical support, meeting invitations, guest lists, presenters, speakers, meeting venues, transportation, and other duties on and off campus.
  • Administrating and negotiating contracts with outside vendors.
  • Coordinating travel arrangements both domestic and international for business related events and activities.

• Provide leadership for the execution of strategic initiatives as directed by the Dean.
• Support the Dean in leading an effective management team. Participate in key meetings with faculty, administrators, and others. Cull information/coordinate with staff to complete action items. Provide professional-level staff support to the McGeorge Management Team.
• Support the needs of staff in their ability to raise critical issues with the Dean and receive needed responses, guidance, and decision.
• Serve as liaison between Dean and internal and external communities (from staff, faculty students, and the University to executives of state and national importance) to execute tasks for the Dean’s outreach efforts.
• Act as the Dean’s liaison for human resources functions for the law school including leadership and faculty searches, the origination of EPAFs for staff and faculty positions, working knowledge of PeopleAdmin, administering offer letters, and maintaining the law school’s organizational chart, etc.
• Conduct research, analysis, compilation of data, and synthesis of material to prepare reports for the Vice President/President/Provost, senior executives, middle management, and other inquiries.
• Compose and edit routine/non-routine correspondence, presentations, nominations for awards, and reports for the Dean; conduct research, proof/format articles, reports and memos.
• Handle special projects and other duties as assigned.

• Bachelor’s Degree (Two (2) years of full time experience in the same/similar position is equal to one (1) year of completed post high school education coursework).
• Five (5) years of increasingly complex administrative experience.

• Bachelor’s Degree.
• Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
• Must have experience in the maintenance of confidential records and knowledge of office management principles and procedures.
• 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.

• Excellent communications and interpersonal skills are crucial, as this position will interact regularly with both the campus community and the public.
• Advanced English and composition skills are necessary, as well as the capacity to exercise diplomacy and deal effectively with a variety of situations in a calm precise way.
• Must have ability to create, compose and edit reports, letters and other materials.
• Must be able to multi-task, organize resources, and establish priorities in a fast-paced, demanding environment.
• Must assume responsibility and work effectively with minimum supervision.
• Ability to coordinate a variety of professional activities, correctly interpret and explain policies and procedures and work well with tight deadlines while maintaining complete confidentiality, are crucial attributes required of this position.
• An exemplary work ethic and commitment to the mission and goals of the Law School is required. Resolve routine and complex problems with minimal consultation.
• Handle multiple assignments and prioritize in a constantly changing work environment
• Recognize and improve administrative and operational processes as needed.

• Knowledge of planning and scheduling techniques, budget and general accounting practices, voice and e-mail communication systems are essential.
• Qualified candidates will have advanced Word, WordPerfect, Excel and PowerPoint skills.
• Website management (i.e., file, photo, database tables) experience.

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.