Full or Part Time
Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification
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.
- 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
- 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
- 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
- Strong organizational skills and meticulous attention to
- 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
- 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
Special Instructions to Applicants
- 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
- Advanced knowledge and experience in working with MS Excel (or
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
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
Required fields are indicated with an asterisk (*).
- Cover Letter