Administrative Assistant

Posting Details

Position Information


Position Title
Administrative Assistant


Position Type
Regular


Job Number
SA85124


Full or Part Time
full-time 40 hours weekly


Fair Labor Standard Act Classification
Non-Exempt


Anticipated Pay Range
$24.04 - $25.48


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


Responsible for the day-to-day administrative support of the Department of Communication Sciences and Disorders at the Crean College of Health and Behavioral Sciences, Rinker Health Science Campus, Irvine. Track all budgets within the department, process purchase requests and reimbursements such as master teaching stipends, track student worker funds and faculty/student travel funds. Coordinate the CSD graduate program schedule of courses each trimester and prepare contracts for part-time lecturers, practicum instructors, and student workers. Coordinate student block enrollment, course textbook adoptions, and offer faculty support in preparation for and throughout the academic terms. Support the general administration of the CSD graduate program. Serve on college and university staff committees as requested. Support the coordination of department meetings and student events. Other duties as assigned.

Responsibilities

Administrative Support to the Chair and Department of Communication Sciences and Disorders

• Work in conjunction with the Chair to provide administrative support to Chapman University's Communication Sciences and Disorders Department.
• Maintain the Chair's calendars. Notify Dean's Office of department events and add to shared calendars.
• Schedule meetings, take and publish minutes. Coordinate meeting logistics including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
• Track budgets for the Communication Sciences and Disorders department including student worker lines and faculty/student travel. Manage student work hours and faculty travel funds.
• Process purchase requisitions, reimbursements and check requests. Responsible for researching and reconciling discrepancies and generating monthly and year-end reports.
• P-card holder and reconciliation of expense reports.
• Manage and maintain a vendor list for the CSD department.
• Record, maintain and notify ordering of assessment and treatment materials.
• Coordinate the preparation, processing, and tracking of part-time lecturer and practicum instructor contracts, ensuring contract accuracy, adherence to university deadlines, and compliance with institutional policies.
• Provide consultation, advisory, and support to faculty, chair, and staff regarding policies and procedures
• Coordinate student worker hiring processes and documentation in PeopleAdmin and orient them to the department and college.
• Coordinate and process master teaching stipends in collaboration with external clinical and educational sites, ensuring accurate documentation, timely payment, and alignment with university policy and budget requirements
• Provide PeopleSoft, Panther Analytic, PeopleAdmin, Canvas, SharePoint, Interfolio, Campus Solutions, Concur, 25Live, and other systems and applications support.

Support Graduate Academic Program

• Work collaboratively with Department Chair in the active course listing for the academic catalog.
• Coordinate student block enrollment each term, ensuring all students are placed in the correct courses, resolving registration issues, and collaborating with the Registrar's Office to meet academic deadlines.
• Serve as the first point-of-contact for incoming student inquiries, providing timely, accurate, and professional responses regarding departmental processes, program requirements, and available resources.
• Enter textbook adoptions and keep required textbook information current. Run textbook queries to ensure all courses have assigned adoptions.
• Work collaboratively with Chair in reviewing, editing and processing of catalog and Curriculog changes.
• Maintain onboarding policies and procedures for new full-time faculty.
• Order, catalog, maintain, dispense, and monitor all intervention/ therapy materials, assessment tools, and equipment for student and faculty checkout. Order supplies as needed for therapy equipment.

Support special events, meetings and projects

• On an as needed basis, support Admissions Manager in organizing orientations, award ceremonies, and any events coordinated by CSD.
• Coordinate event logistics including promotional materials, AV equipment, catering, room arrangements, calendaring, etc.
• Organize and carry out special projects/events; may include the processing of forms, creation of separate databases, coordination of typed material, design of promotional materials, coordination of ticket sales, room reservations, catering arrangements, final resolution and attendance at the event.
• Support college events such as Commencement, CSD Hooding Ceremony, CSD Orientation, CSD Open House.

Required Qualifications

• A high school diploma, or GED and experience related to duties and responsibilities of the position.
• A minimum of two years' related experience in providing administrative support to professional staff.
• Strong oral communication skills. Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Strong technical skills to learn and use enterprise systems needed to track budget, maintain class schedules, and process contracts including but not limited to Concur, Canvas, PeopleSoft, 25Live, and PeopleAdmin.
• Arithmetic and calculation skills to prepare financial forms. Accounting skills with ability to monitor budget and expenses.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet and electronic mail software, including Microsoft Office Suite.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Strong organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Strong commitment to service.
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.

Desired Qualifications

• Bachelor's degree in business administration, public administration, education, psychology, or equivalent education.
• Ability to make travel and lodging arrangements.
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.

Special Instructions to Applicants


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.

Our campus-centered work environment fosters meaningful collaboration and connection, offering employees the opportunity to engage directly with students, faculty, and staff each day.

Minimum Number of References
2


Maximum Number of References
3