Administrative Coordinator

Posting Details

Position Information


Position Title
Administrative Coordinator


Position Type
Regular


Job Number
SA89924


Full or Part Time
full-time 40 hours weekly


Fair Labor Standard Act Classification
Non-Exempt


Anticipated Pay Range
$28.00- $31.25


Pay Range Information


Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information


Job Description Summary


The Administrative Coordinator performs a variety of routine and complex administrative duties requiring a broad range of skills, knowledge of university policies and procedures, a high degree of confidentiality, and the ability to report directly to the Executive Assistant to the Dean. This position is responsible for coordinating efficient administrative processes and providing operational support to the Dean's Office, Operations Team, and faculty within the Argyros College of Business and Economics.

This role will be responsible for being a welcoming presence for faculty, staff, students, and visitors. As the first point of contact for the College, this role delivers exceptional service, fostering a professional and service-oriented environment, and creating a positive experience for all who engage with the College. . This position will manage the Executive MBA Residential Program planning by coordinating logistics, agendas/timelines, and collaborating with the Assistant Director of Operations on contract processing, quotes, and related activities.

The Administrative Coordinator effectively plans, implements, and manages operational processes, on/off-boarding workflows for staff and faculty. Creates a comprehensive and accurate system for tracking technology and building systems maintenance requests. Manages the front office and other shared spaces. While also supporting faculty onboarding, assisting with events, resource management, and special projects while collaborating with leadership, campus partners, and the broader Argyros community to ensure the College's needs are effectively supported.

Responsibilities

Faculty and Administrative Support

• Serve as a resource for Argyros College faculty related to administrative processes, policies, and procedures.
• Partner with the Executive Assistant to the Dean to establish and maintain effective procedures and communication guidelines for Argyros College faculty and staff.
• Create, manage, and update faculty-focused SharePoint sites containing resources such as the Chapman University Faculty Manual, Argyros College Faculty Governance Manual, tenure and promotion criteria, faculty meeting notes, and related information.
• Serve as a primary point of contact for the Argyros community by managing front office operations and responding to inquiries related to graduate programs, undergraduate student support, email correspondence, and general information requests.
• Coordinate student worker activities by communicating project expectations, operational priorities, and addressing concerns as needed.
• Review and approve Strategic Marketing digital carousel requests to ensure alignment with college communications and branding standards.
• Manage faculty and staff resource requests, including business cards, stationery, and branded materials through the Marq system, ensuring timely fulfillment.
• Manage and track conference room reservation requests for Argyros College.
• Oversee purchasing processes and maintain records for office supply orders through Office Solutions.
• Assist faculty with requests for exam proctoring when available.
• Update internal listing of all staff and faculty offices and phones.
• Update staff webpages and audit for accuracy department webpages for correct contact information.

Faculty Onboarding and Resource Management

• Coordinate with the Assistant Director of Administration to support new faculty onboarding and office readiness.
• Submit and track requests with Facilities Management, Aramark, and IS&T for workspace setup, technology, equipment, and other onboarding needs.
• Create and maintain a comprehensive tracking system for laptops, monitors, and technology requests, including inventory records, serial numbers, and equipment returns to IS&T.
• Process and track key card access for all Argyros College faculty.

Graduate Recruitment Program Support

• Coordinate logistics for Executive MBA Residential Programs, including agendas, timelines, and collaboration with the Assistant Director on contract processing and related activities.
• Provide administrative support for graduate recruitment initiatives and related communications.

Special Projects

• Project manage large-scale marketing and recruitment mailing campaigns, including program promotions and communications with peer institutions.
• Assist with special projects assigned by the Executive Assistant to the Dean in support of the Assistant Dean of Operations, Assistant Director of Administration, Assistant Director of Operations, and other Argyros College departments as needed.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 1-2 years of relevant administrative or office support experience.
• Ability to prioritize and complete tasks efficiently and accurately in a fast-paced environment with many interruptions.
• Ability to provide courteous, service-oriented interactions with faculty, staff, students, and visitors.
• Ability to maintain confidentiality of sensitive information.
• Communicates clearly, professionally and respectfully in person, by phone and in writing.
• Ability to distinguish urgent matters from routine interruptions.
• Ability to demonstrate initiative without constant supervision and evaluate data, assess alternatives, and formulate logical and sound recommendations
• Ability to communicate concerns about risks, delays, or process issues to appropriate staff
• Ability to organize work and maintain a high level of accuracy and attention to detail.
• Ability to identify issues, recommend solutions, and follow through to completion.
• Ability to learn new software, policies, and procedures quickly.
• Ability to apply established policies while exercising practical judgment.
• Ability to work collaboratively as part of a team.
• Proficiency in Microsoft Office Suite and general computer applications.

Desired Qualifications

• Associate or bachelor's degree preferred.
• Experience with the following systems and platforms is desired but not required: 25Live, Canvas, Canva, Concur, Constant Contact.

Special Instructions to Applicants


At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.


The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References
2


Maximum Number of References
3