Administrative Coordinator, GCI

Posting Details

Position Information

Position Title

Administrative Coordinator, GCI

Position Type

Regular

Job Number

SA7052122

Full or Part Time

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$25 - $29 p/h

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 Schmid College of Science and Technology is looking for an enthusiastic Administrative Coordinator to provide academic administrative support to the Grand Challenges Initiative. This position will work closely with program directors and campus constituents to ensure smooth coordination of communications, course scheduling, events, and task management. Coordinate faculty recruitment and hiring processes. Monitor budgets, process purchase requests, and assist with faculty/student travel. Provide excellent customer service and serve as point of contact for students, faculty, and visitors. Assist with events, program activities and reports. Assist faculty with student hiring processes and training. Coordinate event and meeting logistics including AV, catering, invitations, travel arrangements, and serve as backup as needed. Support events hosted by the college. Assist the Schmid Leadership Cabinet with special requests and projects. Generate and obtain data as requested. Other duties as assigned. Opportunity for a hybrid work schedule.

Responsibilities

Administrative support
· Serve as the main point of contact for the program internally across the college and campus, and externally
· Responsible for scheduling courses, creating courses in Campus Solutions, Curriculog
changes
· Collect syllabi, textbook info
· Work with VPUG on FFC allocations
· Manage low-enrolled courses with program leadership
· Revise and proof GCI content in catalog
· Work with Digital Marketing team to create/update collateral
· Maintain GCI webpages: update alumni info, upload bios, headshots for new faculty, update recruitment info

Communicate regularly with program leadership to address program needs
· Support program faculty with purchasing and expense reports as needed
· Work with leadership on program budgets and reports
· Manage the postdoc and faculty hiring along with student postings.
· Lead onboarding of new postdocs
· Support student registration including permission numbers, GCI Advising, creating and updating Qualtrics surveys for team registration
· Schedule GCI meetings, coordinate meeting logistics
· Order supplies as needed
. · Maintain program databases of projects, VIPs, postdoc alumni, student growth
· Hire, train, and supervise student workers

Event support and coordination
· Plan and coordinate any orientations, showcases, award ceremonies, speaker series, and any events coordinated by GCI
· Process ICAs and Speaker Agreements, payments to speakers
· Manage event logistics for about 10 events/workshops per year, which includes catering, Zoom, tech assistance, scheduling, room bookings
· Manage scheduling and coordinating visitors’ access and needs on campus, such as parking permits, maps
· Create registration/sign-in processes for students to track event attendance
· GCI Showcase: manage space and logistics, including VIP guests
· Manage awards process, certificates, payments, and poster printing
· Support program leadership during college-wide events (Preview Day, Parent’s Summit, Commencement) as needed
· Assist with event preparation as needed for the college

Other duties as assigned

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum two years’ working experience of administrative support, preferably in recruitment and admission processes of graduate programs.
• Strong communication and interpersonal skills to convey accurate information professionally, with the ability to interact with diverse individuals and groups at all organizational levels.
• Writing skills to prepare clear, concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Strong technical skills to learn and use enterprise systems needed for the position (Canvas, PeopleSoft, 25Live, PeopleAdmin, Concur, etc.) as well as Microsoft Office suite.
• Basic accounting skills to prepare financial forms and reconcile expenses. Ability to monitor budget and expenses.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to make travel and lodging arrangements.
• Ability to prioritize work duties when faced with interruptions, distractions,and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Demonstrated organizational skills with the ability to prioritize multiple projects and maintain composure and a good attitude when multi-tasking.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up.
• Strong commitment to service.
• Ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.

Desired Qualifications

• Working knowledge of university policies and procedures that pertain to the duties of the position.

Special Instructions to Applicants

Minimum Number of References

3

Maximum Number of References

3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. 3 References Listed on One Page

Optional Documents

1. Cover Letter
2. Letter of Recommendation 1
3. Letter of Recommendation 2