Faculty Affairs Administrative Assistant

Job Description Summary

The Administrative Assistant will assist the Office of Faculty Affairs, under direction of the Assistant Director, supporting faculty in the hire, promotion, and evaluation processes, as well as supporting individual faculty members, faculty governance committees, various administrative offices, and senior staff throughout the campus.

Responsibilities

Part Time Lecturer Pay and Processing

·  Set up and tracking of new hires including the collection of official transcripts and their archival

·  Provide assistance to school/college department personnel on process

·  Organizing contract processing in cloud-based folder structure

·  Provide support in the pay process:  pay previews, locating missing contracts, updating the system with any pay  changes or class cancellations

·  Archive contracts in Perceptive Content

Full Time Faculty Hires

·  Support the search process including posting jobs to various sites

·  Provide support to the schools/colleges as needed

·  Provide support on the creation of the faculty file

·  Initiation of background checks

·  Set up faculty in Campus Solutions and HCM

·  Tracking and collection of official transcripts

·  Communicate with new hires upon completion of their hire (Welcome Packet)

·  Provide support for visa processing

Faculty Evaluations

·  Provide support in the Annual Faculty Report process – assisting faculty with questions, and monitoring completion of reports.

·  Assist Faculty Affairs in the Critical Year / Promotion Processes including system support, access, and content questions as applicable

General Administrative Support

·  Support in the planning and execution of New Faculty Orientations, as well as all faculty workshops/training sessions held throughout the year.

·  Under the direction of the Council chair, provide support to faculty councils as needed including meeting attendance, note taking, booking meeting space, media support, communications, and other responsibilities.

·  Assist with special projects which include subpoena processing, yearly catalog updates, Faculty Affairs website and SharePoint platforms, and other projects as needed 

·  Maintain office equipment and supplies and coordinate Facilities requests 

·  Other duties as assigned

Required Qualifications

· Bachelor’s degree or the equivalent combination of education and experience.

·  Ability to comprehend a process and/or procedure and take a given task from beginning to completion.

·  Strong oral and written communication skills.

·  Interpersonal skills with the ability to interact with diverse individuals and groups inside and outside the university.

·  Demonstrated experience as a proficient user of MS Office Suite, with particular emphasis in Word, Excel, and    Outlook.

·  Strong organizational skills to plan and prioritize multiple projects and meet deadlines.

·  Ability to use tact and diplomacy and maintain a high level of confidentiality.

·  Proven ability to exercise initiative, work independently and follow-through on projects.

·  Impeccable attention to detail.

·  Ability to learn, interpret and follow university and department policies.

Desired Qualifications

·  Knowledge and experience working with the following:  Interfolio, applicant tracking systems, Qualtrics, Filemaker Pro, Datatel, PeopleSoft, Class Climate, 25 Live, and Cascade.

·  Knowledge of Chapman University policies and procedures pertaining to the duties of this position.

·  Experience working with faculty.

·  Familiarity with Visa processing. 

·  At least two years working experience in administration support and/or program coordination.

Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants 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. The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. 

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