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Part-Time Program Assistant

Job Details

Posting Details

Position Information

Position Title

Part-Time Program Assistant

Position Type

Limited-Term

Job Number

SA5602122

Full or Part Time

Part-Time 20-29 Hours (50%)

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$20.00 - $23.00

Position Summary Information

Job Description Summary

Reporting to the Associate Dean, the part-time Program Assistant works with supervision in performing a range of administrative, operational, and financial activities in support of the Simon Scholars Program. The position supports the tracking of the Program’s budget, recruitment efforts, application processes, and scholarship award process, including tracking the admission pipelines, enrollment, and financial awards made to students. Serves as an information resource, program liaison, and contact for University departments. The position supports the Program’s events and meetings. This role also serves as front-line support for various student services. Perform other duties as assigned.

Responsibilities

Operations Support
  • Provide support to the Associate Dean’s administrative tasks, including but not limited to preparing, editing, proofing, and distributing materials/documents as required.
  • Support day-to-day needs of the Associate Dean.
  • Perform a variety of responsible, confidential, and complex administrative support.
  • Draft, proofread, and ensure accuracy of written materials.
  • Serve as a point of contact for students, student resources, visitors, and outside agencies.
  • Assist with meeting logistics including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc. Serve as a liaison with other campus departments, including the PA Studies Program, Graduate Admissions, Strategic Marketing and Communications, and Office of Financial Aid.
  • Maintain paper and electronic databases and records, including student and alumni databases.
  • Gather, compile and report data.

Budget Support
  • Review daily financial transactions to ensure compliance with University Fiscal Policy and funding agency guidelines.
  • Review and provide information on revenues and expenses to the Associate Dean.
  • Review accounts payable transactions including transfers, journal entries, and expenditure corrections.
  • Process purchase requisitions, reimbursements, and non-PO requests. Responsible for researching and reconciling discrepancies.
  • Reconcile monthly PCard expenses.

Admissions Support
  • Support and participate in scholarship recruitment activities. · Support application review processes to ensure minimum admissions requirements have been met.
  • Track data of prospects, applicants, and matriculates.
  • Onboard student awardees and assist with acceptances into the program.
  • Support and participate in admissions-related events, including Interview Day, Orientation, and Information Session events.
  • Support the Program at University and local events.
  • Maintain all necessary admissions-related databases.

Event Planning, Marketing, Web Support
  • Support program events and special projects. Assist with college-wide and University events.
  • Purchase, and maintain adequate supplies for grad fairs and promotional products and swag items for students.
  • Monitor Program’s website to stay in compliance with university branding guidelines.
  • Prepare, edit, and distribute written and electronic correspondence, event materials, announcements, and invitations. Write blogs, email blasts, and other content.
  • Help with contract approvals between outside speakers, vendors, and University Office of Legal Affairs.
  • Provides support in marketing and promoting the program through communication with outside vendors.

Student Support
  • Schedule meetings/calls with Simon Scholar PA students.
  • Support events and arrange meals for student applicant visits.
  • Assist with implementing targeted activities that provide students with learning and experience opportunities, including PA shadowing opportunities, private tutoring, and workshops.
Required Qualifications
  • A minimum of 1-3 years of experience providing high-level administrative, operational and financial support to management; experience working for an educational institution.
  • Proven ability to make sound, independent decisions appropriate for position level.
  • Ability to comprehend a process and/or procedure and take a given task from beginning to completion.
  • Proven ability to edit and proof documents for clarity and accuracy.
  • Strong oral and written communication skills including excellent use of grammar.
  • Strong communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
  • Demonstrated time management skills and initiative to plan multiple complex projects, prioritize tasks and meet deadlines accurately.
  • Demonstrated working knowledge of office management Strong organizational skills to plan, prioritize multiple projects, and complete them in a timely manner; maintain calendars and schedule appointments and meetings.
  • Ability to schedule and coordinate meetings, workshops, and events, including coordination catering, travel and special equipment.
  • Strong analytical thinking skills to assess situation, obtain appropriate information and make sound judgment and prioritize work for self and others when faced with fluctuating workload and deadline.
  • Writing skills to prepare clear and concise, grammatically correct business correspondences, strong editing and proofreading skills.
  • Ability to use tact and diplomacy to maintain a high level of confidentiality.
  • 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 computer skills to use Microsoft Office Suite applications. Outstanding typing speed with accuracy.
  • Basic accounting skills and ability to monitor budget and expenses. Strong technical skills to learn, use and train others on enterprise systems and tools.
  • Ability to use standard office equipment Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.
  • Strong commitment to service. Excellent telephone and email etiquette.
  • Ability to work independently and effectively as part of a team.
  • Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
Desired Qualifications
  • Bachelor’s degree or a minimum of three years professional experience in performing related functions.
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

3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Work Samples


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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