Part-Time Administrative Assistant
Full or Part Time
Part-Time 0-19 Hours (<50% ex. Coaches/Per Diem)
Fair Labor Standard Act Classification
Anticipated Pay Range
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
Working under the Operations Administrator’s supervision, the
Part-time Administrative Assistant will support the Operations
Administrator with managing budgets, tracking expenditures,
creating faculty expense reports, collecting and organizing
information for activity reports, paying invoices, and other daily
administrative duties that help support the Smith Institute for
Political Economy and Philosophy. Other duties as assigned. Some
travel may be required. This is a 1-year, limited term position,
with the possibility to move to permanent full-time, depending on
the needs of the Institute.
Support the Smith Institute and Operations
- Assist in managing budget details, including tracking and
reconciling expenditures, grant funds and non-compensation budget
- Collaborate with the Operations Administrator to advise faculty
and staff of financial processes, policies and procedures including
but not limited to instructions on how to utilize PeopleSoft
Finance to submit travel/expense reimbursements, run financial
reports, create purchase orders,etc.
- Work with internal/external vendors to ensure the purchase of
goods/services are properly negotiated and paid.
- Represent the Smith Institute, its major and minor, in the
other departmental forums that affect the Smith Institute in the
areas of admission, college fairs, information sessions, and
- Create project timelines, producing communications materials,
event briefings, and timely reports.
- Organize financial information and institute activities for
- Track RSVP’s to events and communicate clearly to Ops
- Assist in preparing ERCRs, Independent contractor agreements,
contracts and Cost transfer forms.
- Organize the details of event spending, and provide timely and
accurate spending and activities reports.
- Assist the Operations Administrator in Managing the Humanomics
non-academic program details.
- Attend Chapman trainings on Pcard, purchasing, Accounts Payable
training, contract processing, PeopleSoft software, 25LIVE, and
other trainings as pertains to the job.
- Collaborate with ideation lab in creating/updating marketing
materials for the Smith Institute, such as flyers, graphics,
letterhead, promotional materials, logos, etc. Make sure these are
updated every semester.
- Provide updates for course catalog, website, and promotional
- Maintain WH 220 and WH 221 classrooms/kitchen, and order
- Create facilities and Custodial work requests.
- Support Smith Institute Faculty and Visitors by managing the
everyday administrative tasks (printing, photocopying, creating
contracts, processing payments for visitors, etc.).
- Bachelor’s degree or equivalent experience; Excellent written
& oral communications skills with extreme attention to
- Strong writing and editing skills, with the ability to prepare,
proofread and edit clear, concise and grammatically correct
business correspondence and other documents.
- Arithmetic and calculation skills to perform basic financial
- Proven ability to handle simultaneous deadlines, communicate
effectively and maintain a positive composure;
- Strong interpersonal skills to interact with diverse
constituents at all levels;
- Proven ability to multi-task in a fast-paced environment;
Ability to show self-initiative;
- Ability to work as a team member;
- Ability to demonstrate tact and diplomacy, maintain
confidentiality and follow FERPA regulations;
- Strong knowledge of Microsoft Office Suite.
Special Instructions to Applicants
- Experience working with faculty in higher education, preferably
as support staff.
- 1-2 years working in an office setting
- Graphic design skills a plus
- Ability to prioritize tasks and to work without constant
- Positive attitude and willingness to learn.
- Reliable and strong work ethic.
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
- 3 References Listed on One Page