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Administrative Assistant - CUE

Employer
Chapman University
Location
California, United States
Salary
Salary Not Specified
Date posted
Aug 10, 2022

Job Details

Posting Details

Position Information

Position Title

Administrative Assistant - CUE

Position Type

Staff

Job Number

SA3822122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

08/10/2022

Position Summary Information

Job Description Summary
  • The Administrative Assistant will provide administrative services to the Center for Undergraduate Excellence ( CUE ) and all its associated facilities and areas of oversight. Responsible for oversight of department office spaces, day-to-day activities, and shared equipment/technology. Assist in planning events, programming and special events, Student Scholar Ambassadors, and department participation in campus meetings and events.
Responsibilities

Administrative Support
  • Greet each student, staff, or visitor as they enter to make a positive impression, assess their needs quickly, answer questions, and/or direct them to their destination.
  • Answer phone calls and respond to internal and external requests for information, providing excellent customer service promptly. Take clear messages. Refer individuals to appropriate information or University office.
  • Answer CUE Office email inbox and promptly respond to internal and external requests for information, providing excellent customer service. Prepare correspondence; emails to students, faculty, program participants, and University community members as directed.
  • Receive and sort mail and deliveries.
  • Provide clerical and administrative support to the Operations Manager and Director, including scheduling, email follow-up, document creation, proofing, photocopying, and other administrative tasks.
  • Oversee the CUE office space and coordinate tasks such as: maintaining stock and coordinating supply orders for CUE ; coordinating department technology and equipment maintenance, monitoring and addressing upkeep of office common area and storage, and submitting and following up on facilities requests.
  • Maintain CUE and professional staff calendars.
  • Schedule and attend CUE meetings, prepare agendas, take minutes, and post to shared drive.
  • Submit purchase requisitions and non-PO payment requests for departmental expenditures.
  • Support logistics for fellowship information, application writing resources, and student database.
  • Assist with data collection and reporting.
  • Update and maintain scholarly/creative grants, travel grants, and SURF application processes.
  • Maintain CUE webpage and social media
  • Assist with the coordination of the Student Scholar Ambassadors in collaboration with the Operations Manager
  • Other duties as assigned


Event Planning, Programming, and Special Projects Support
  • Assist with coordinating program events, programming, projects, and related logistics, including but not limited to the Student Scholar Symposium, SURF, LWP, workshops, etc., in collaboration with the Operations Manager.
  • Event planning and coordination of logistics, i.e., conferences, meetings, luncheons, and dinners, etc. Includes contracts, room scheduling and set-up, food services, RSVPs, guest speaker arrangements, parking services, flyers, and event materials.
  • Interface with campus staff (facilities, media services, etc.) to make all pertinent arrangements for events and programming.
  • Oversee on-site event logistics, including room reservations, arranging catering, signage, displays, special needs requirements, staging, set-up, ticketing, and other required event details.
  • Act as a personal point of contact to address concerns about event arrangements and seek appropriate solutions. Maintain client contact and communication throughout the event process.
  • Be present at events, including occasional nights and weekends, overseeing the successful implementation of event plans, providing supervision to event staff when necessary, and troubleshooting any issues that arise. Create post-event reports and follow up on any issues following each event.
  • Create attractive and effective flyers/posters/promotional materials for use in publicizing events and programming.
  • Other Duties As Assigned.
Required Qualifications
  • Bachelor’s degree or equivalent education and experience.
  • A minimum of 1-year related experience providing administrative, operations, and financial office support in a professional organization.
  • Strong organizational skills to maintain files, schedule, calendar, and coordinate logistics for meetings and special events.
  • Demonstrated written communication skills to prepare and edit clear, concise, and grammatically correct business correspondence. Strong proofreading skills.
  • Strong organizational skills to coordinate and collaborate with staff members on campus special events.
  • Strong interpersonal skills, oral communication, and conflict resolution skills.
  • Proven ability to exercise initiative, independent judgment, and ability to assess a situation, ask appropriate questions, respond accordingly, and/or make decisions or recommendations as required.
  • Ability to plan, coordinate and execute logistics for special events, including coordinating catering and facilities.
  • Ability to work with a diverse group of individuals at all organizational levels, both inside and outside the University.
  • Ability to use tact and diplomacy and maintain a high level of confidentiality.
  • Ability to exercise initiative and work independently and as a team member.
  • Time management skills and the ability to prioritize duties when faced with distractions, interruptions, and fluctuating workloads, completing tasks in a timely manner.
  • Demonstrated computer skills at an advanced level in the use of word processing, spreadsheet, database, and electronic mail, preferably Microsoft Office Suite and Teams applications.
  • Ability to use web-based applications.
  • Technical ability to learn and use enterprise software.
  • Experience and/or skills working with marketing, social media, and/or web design.
  • Demonstrated arithmetic skills necessary to complete basic financial forms and legal documents.
  • Ability to use standard office equipment, including copier, fax, calculator, and telephone.
  • Ability to learn and interpret the university policies and procedures.
Desired Qualifications
  • Experience in higher education.
  • Working knowledge of University policies and procedures that pertain to the position’s duties.
  • Experience in planning and implementation of student activities and programming.
Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas. 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

4

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents

Company

Chapman University

Founded in 1861, Chapman University is a nationally-ranked private university in Orange, California, about 20 minutes away from Pacific Ocean beaches. Whether you're a scientist or a screenwriter, Chapman University’s close proximity to industry leaders will propel you and jumpstart your career..

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