Program Services Specialist

Primary Purpose

Under the general direction of the Admissions and Operations Director and Program Director, this position provides comprehensive administrative and operational support for the Physician Assistant Program. The role serves as the primary front-office contact for the department and coordinates a variety of administrative functions, including office operations, financial transactions, meeting and event logistics, admissions support, facilities coordination, and Program communications. The position works independently in a high-volume, fast-paced academic environment while ensuring efficient day-to-day Program operations. The essential functions listed below are intended to identify those generally assigned. In addition, unit-specific responsibilities may be assigned based on business needs.

Essential Functions

Provides administrative support to the Program in a variety of functions/areas that may include, but are not limited to: Administrative & Fiscal Operations Serve as the department’s primary point of contact, responding to inquiries, directing visitors, and providing information to students, faculty, staff, and the public. Prepare correspondence, reports, and other program materials; manage document distribution, filing, and records. Maintain departmental calendars and support scheduling activities to ensure effective communication and coordination. Manage incoming and outgoing mail and maintain routine office operations using established departmental and University procedures. Support departmental financial operations, including travel, purchasing, expense tracking, reimbursements, procurement card transactions, and reconciliation activities in accordance with University policies. Coordinate departmental printing, copying, and document production needs. Meeting & Event Coordination Coordinate meetings and events, including scheduling, room reservations, lodging, transportation, catering, technology support, materials preparation, and event logistics. Prepare agendas and meeting minutes for faculty and staff meetings. Facilitate timely review and distribution. Support program-sponsored events and activities, including occasional evening and weekend participation. Facilities & Resource Management Coordinate facilities operations and ensure classrooms, offices, and shared spaces remain functional, organized, and ready for program activities. Assists with facilities/ classroom resets as needed. Submit service requests, coordinate equipment repairs/maintenance, and serve as a building safety leader. Maintain office, classroom, and laboratory supplies and facilitate ordering/re-stocking activities as needed. Admissions & Program Support Assist with preliminary admissions application screenings in accordance with program admissions policies and procedures; refer admission decisions to Admissions and Operations Director. Membership on the admissions committee with responsibilities for applicant interviews and selection. Provide administrative support for program initiatives and special projects as assigned. Performs other 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.

Minimum Qualifications

Bachelor’s degree required. Minimum one year of experience providing administrative support, preferably in an academic setting. Two (2) years of experience using the Microsoft Office suite of products, including Outlook, Word, Excel, and PowerPoint, required.

Preferred Qualifications

Strong customer service orientation with proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion. Strong written and verbal communication skills, including the ability to create, compose, edit, and present professional correspondence, reports, and other materials, and interact professionally with students, faculty, staff, and external stakeholders. Excellent organizational and time-management skills, with the ability to manage multiple priorities in a fast-paced environment. Ability to evaluate information objectively and apply established policies and procedures consistently. Demonstrated problem-solving skills and ability to work independently while exercising sound judgment. Ability to maintain confidentiality and handle sensitive information with discretion. Proficiency in MS Office Suite and the ability to learn and adapt to new technologies and systems. Previous experience in an academic setting is desirable. 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.