Administrative Coordinator

Posting Details Position Information Position Title Administrative Coordinator Position Type Regular Job Number SA87924 Full or Part Time full-time 40 hours weekly Fair Labor Standard Act Classification Non-Exempt Anticipated Pay Range $27.00-$31.00 Pay Range Information Chapman University is required to provide a reasonable estimate ofthe compensation range for this position. This range takes intoaccount a variety of factors that are considered in makingcompensation decisions, including experience, skills, knowledge,abilities, education, licensure and certifications, and otherbusiness and organizational needs. Salary offers are determinedbased on the final candidate’s qualifications and experience, aswell as internal equity and other internal factors. The anticipatedpay range is not a promise of a particular wage. Position Summary Information Job Description Summary The College of Performing Arts (CoPA) Administrative Coordinatorprovides administrative support to the dean, dean’s office staff,and departments (students, faculty, and staff) within CoPA. Thefundamental responsibilities of this role include managing alladministrative and operational needs of the Office of the Dean. Theposition is generally the first point of contact for inquiries ofthe Office of the Dean, including greeting and assisting allguests, answering the phones, overseeing the CoPA email account,and handling the Dean’s calendar and the office conference roomscheduling. This position may oversee student employees within theDean’s Office and reports to the Associate Director of Operationsto ensure that all aspects of the office are met. Provides outstanding customer service to all constituents and isthe liaison between the CoPA Dean’s Office and many centraldepartments on campus. This position handles a full range ofadministrative and financial support responsibilities. It willoften serve as the point of contact and trainer for otherAdministrative Assistants within CoPA, ensuring that University anddepartmental policies are followed and that all administrativetasks are well managed and appropriately organized. In addition tothe administrative and financial tasks, the Assistant to theDean/Administrative Coordinator will assist with organizing CoPAevents (including Fall Orientation, All College Meetings, andCommencement), support artistic and production needs, and provideevent support to CoPA departments as needed. Responsibilities For Dean: First point of contact to the Dean’s Suite (faculty, students,guests, donors, prospective students, all parents, etc.) in-person,phone, and global CoPA email address. Maintains Dean’s busy calendar and conference roomschedule. Assists the Dean with PowerPoints, reports, and datacollection. Coordinates travel arrangements and expense reconciliationreports for the Dean. Oversees the tracking, processing, and reconciliation offaculty-approved travel through the Dean’s Faculty travelbudget. Maintains the office needs (supplies/equipment) for the Dean’sSuite. Maintains contact information for faculty and staff. Oversees student employee(s) for Dean’s Office. Maintains the Dean’s sensitive files and reminds the Dean ofimportant information. Draft and send memos/correspondence for the Dean asneeded. Coordinates all service requests/needs for the Dean’s Suitewith appropriate entities (facilities, IS&T, Aramark, Sodexo,etc. For Office: Develops (with the Associate Director of Operations) andmaintains the Copa file repository as needed and keeps filesconsistent, up to date, appropriately named, and accuratelyarchived Handles all contracts and financial processes for the Dean’sOffice (dean and dean’s office staff). Assists the Associate Director of Operations with all financialneeds, including but not limited to reporting, processing payments,assisting with financial data, working with the Dean to allocateFaculty Travel and Development funding form and approval processes,using Concur to process pcards, reimbursements, cash advances, asneeded for various entities (Dean, faculty, staff) Assists the Associate Director of Operations with maintainingconsistent administrative policies, including but not limited to:Policies, financial, academic, production, calendaring, etc. Collects and processes monthly extra pay forms forfaculty. Receives and files all PTL contracts. Assists departments with coordinating yearly academic coursecatalog changes and ensures all changes are reviewed and approvedby Dean. Coordinate and lead yearly Commencement with Event Staff, Dean,and Dean’s Office staff. (must work on the weekend day of theCommencement). Works with the Associate Director of Operations to providetraining and support to the admin and chairs as needed on alladministrative needs and ensures that all organizational needs aremet within University and departmental policy. Handles events needed for the Dean’s Office with the approvalof the Dean. Manages processing paperwork for gifts provided to the Dean orother Dean’s staff members or faculty. Will need to be trained and ready to support course schedulingand PTL processing of contracts as needed by departments, and/orthe Dean’s Office. Act as liaison between the Dean/Dean’s Office and UniversityAdvancement in regards to donor relations and reporting. Maintain a high level of confidentiality. Support departments in dire need or when extra assistance isnecessary. Required Qualifications 3 years+ of experience related to the duties andresponsibilities specified. Demonstrated customer service and interpersonal skills,including the ability to foster effective relationships and workwith a diverse group of individuals from within and outside theuniversity community. Strong written communication skills to prepare clear andconcise directions. Strong problem-solving and analytical skills, includingformulating and communicating logical conclusions andrecommendations. Strong oral communication skills to convey accurate informationtactfully and diplomatically. Ability to use standard office equipment and proficiency inMicrosoft Office. Technical skills to learn and use enterprise and softwaresystems related to this position. Analytical skills to identify system issues or errors andassist with troubleshooting. Demonstrated ability to explain system procedures and providetraining. Ability to learn and interpret university and departmentpolicies and procedures. Ability to work effectively as a member of a team, exerciseinitiative, and work independently. Desired Qualifications Bachelor’s Degree Knowledge of Chapman University policies and procedures Experience in performing arts. Experience using PeopleSoft software. Ability to learn quickly and use multiple technical programsand provide training to others as needed. Ability to perform accurate and efficient data entry intovarious types of software. Ability to work well in a fast-paced, priority-changingenvironment Ability to always maintain a calm and professional manner. Special Instructions to Applicants At Chapman University, we believe collaboration thrives throughin-person engagement. This position is fully on campus, andemployees work alongside colleagues, faculty, students, and staffeach day to support our vibrant university community. Chapman University is an equal opportunity employer that providesequal employment opportunities to all individuals, regardless oftheir protected characteristics. All qualified applicants andemployees are encouraged to apply and will receive considerationfor employment without regard to race, color, religion, age, sex,sexual orientation, gender identity, gender expression, nationalorigin, ancestry, citizenship status, physical disability, mentaldisability, medical condition, military and veteran status, maritalstatus, pregnancy, genetic information or any other characteristicprotected by state or federal law. Applicants for Staff and Administrator positions must be currentlyauthorized to work in the United States on a full-time basis. The offer of employment is contingent upon satisfactory completionand outcomes of a criminal background screening and returning tothe Office of Human Resources a signed original acceptance of theChapman University Agreement to Arbitrate. Minimum Number of References 3 Maximum Number of References 5 Pre-screening Questions Do you have experience providing administrative support on afull-time basis? Yes No Please describe a time when you had to work with one or moreindividuals to provide excellent customer service. (Open Ended Question) Please describe your experience in handling in prioritizingcompeting requests when faced with interruptions and fluctuatingworkload. (Open Ended Question) Applicant Documents Required Documents Resume Cover Letter Optional Documents Letter of Recommendation 1 Letter of Recommendation 2 #J-18808-Ljbffr