Administrative Assistant III

Job Title Administrative Assistant III Union Level Department Dean's Office Campus Sacramento Posting Number 201304310P Full or Part Time Full Time Number of Months 12 Work Schedule Position End Date Open Date 06/23/2026 Close Date Open Until Filled Yes Special Instructions to Applicants Sponsorship

Primary Purpose Essential Functions

• Design and implement efficient organizational systems for managing documents. Maintain hard copy files, electronic records, and databases.
• Responsible for processing requisitions and purchase orders, in Banner, and submitting vendor invoices and reimbursements in Emburse.
• Lead the planning of logistics and provide administrative support for events, special guest visits, receptions, retreats, and meetings for the Dean’s Office.
• Assist the Executive Assistant with managing sponsorships from the Law Community Relations fund.
• Assist the Executive Assistant in managing the Dean’s office utilizing discretion and independent judgment in the performance of job duties including but not limited to:
  • Composing and editing routine/non-routine correspondence, presentations, agendas, nominations for awards, and reports as assigned by the Dean. Conduct research, proof/format articles, reports, memos, etc.
  • Assist in maintaining the law school’s organizational chart, coordinate office procedures.
  • Assist with tracking department budgets as needed: track expenditures, accounts payable, reimbursements, and manage miscellaneous vendor accounts.
  • Coordinate travel arrangements, both domestic and international, for business-related events and activities, while supporting a seamless functioning of the Dean’s calendar, prioritizing multiple meetings, administrative events, travel plans, and other appointments.
  • Support the human resources functions for the law school, including originating Electronic Personnel Action Forms, processing position descriptions, supporting hiring searches, administering offer letters.
  • Serve as key contact for the Dean’s Office, greets guests, manages requests for information, answers phones, and determines the priority of calls, messages, and mail while collaborating with other administrative staff to use resources efficiently.
  • Order and maintain office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, and verifying receipt of supplies.
  • Manage the faculty hiring process by working with department chair to create the interview schedule, reserves rooms in EMS, coordinate catering with Bon Appetite, collaborate with IT, arrange travel accommodations and assist with interview-day logistics.

• Ensure the operation of office equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories, and evaluating new equipment and techniques.
• Assist the Finance Department with Budget and Finance related duties inlcuding but not limited to:
  • Issuing monthly Banner Budget reports to departments.
  • Reconcile various budgets to Banner, process Journal Entries and assist with managing Activity Codes for the Law School.
  • Assist with Grant related billing, invoicing, reconciliation of payroll and expenses, and audit related inquiries.
  • Update data for Budget forecasting and projection process .
• Handle confidential information with discretion and in compliance with FERPA regulations.
• Resolve routine problems with minimal consultation; handle multiple assignments and prioritize in a constantly changing work environment; recognize and improve administrative processes as needed.
• Handle special projects and other duties as assigned.