Administrative Assistant

Posting Details

Position Information

Position Title

Administrative Assistant

Position Type

Regular

Job Number

SA8062122

Full or Part Time

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$25.00 - $25.00

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 Administrative Assistant for the Vice Provost for Undergraduate Education will provide administrative support for the offices reporting to the Vice Provost for Undergraduate Education, including General Education, Academic Advising, the Tutoring and Learning Center, and the Center for Undergraduate Education.

Responsibilities

• Support the Office of General Education: preparing and organizing meetings, taking meeting minutes, supporting faculty committees, recordkeeping, and communication with registrar regarding general education course approval, and maintaining and updating records; Assist with communication regarding First Year Foundation ( FFC ) courses, including communication with faculty and students; working with department schedulers, faculty, and registrar’s office staff to schedule classes in fall and spring semesters; process permission number requests from students each semester during registration periods for new and continuing students.
• Support the Office of Academic Advising: assist with preparing and updating new student registration materials and tracking and processing math/language placement scores for new student registration. Assist in managing online appointment system for student meetings.
• Support the Center for Undergraduate Excellence: provide administrative support to the Operations Manager and Director, including scheduling, email correspondence, document creation, calendar maintenance, proofing, photocopying, and preparing reports; maintaining stock and coordinating supply orders; coordinating department technology and equipment maintenance; monitoring and addressing upkeep of office common area and storage; and submitting and following up on facilities requests; update and maintain webpages, student database, fellowship information, and application resources; event planning and coordination of logistics, i.e., conferences, meetings, luncheons, and dinners, etc.; contracts, room scheduling, and set-up, food services, RSVPs, guest speaker arrangements, parking services, flyers, and event materials; basic graphic design of event promotional materials such as flyers, poster displays, and on-campus TV displays to publicize events and programming.
• Support the Tutoring & Learning Center: assist with managing tutor and supplemental instructor schedules; assist with data collection and reporting;
• Support the Office of Undergraduate Education: assist with internal and external stakeholder communication, including creating and maintaining websites and other digital communication media such as Instagram, blog posts, etc.; support budget management (process invoices and payments) as needed; review and edit documents for typographical, organizational, and formatting errors, assist with organization of meetings, webinar sessions for faculty and students, and special events, including room reservations, invitations, maintenance of the RSVP website, and preparation of workshop materials.

Required Qualifications

• Strong organizational skills and meticulous attention to detail
• Technical skills to learn and use campus enterprise system (e.g., PeopleSoft, Cascade, Bookings, Qualtrics, etc.)
• Strong communications and interpersonal skills (i.e., tact and diplomacy), maintain a high level of confidentiality regarding student information.
• Ability to work collaboratively with others.
• Basic quantitative analytical skills
• Ability to anticipate tasks, prioritize multiple responsibilities and work collaboratively with others.
• Proficient in M/S Office, including Outlook, Word, Excel, Access and standard office equipment including copier and scanner.

Desired Qualifications

• Experience and interest in undergraduate education.
• Experience in developing, designing, and maintaining websites and other means for digital communication to stakeholders.
• Experience in working in education administration settings.
• Advanced knowledge and experience in working with MS Excel (or equivalent)

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. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.

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

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents