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Office Manager

Job Details

Posting Details

Position Information

Position Title

Office Manager

Position Type

Limited-Term (Renewable)

Job Number

SA6902122

Full or Part Time

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$27.00 - $30.00

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

Under general supervision of TPI’s Co Director, oversee daily operations and communication, maintain administrative systems, donor relationships, and events for the Thompson Policy Institute ( TPI ). The Office Manager has high engagement in working with the Institute’s Director and Co Director on various activities, events, and social media.

This position is grant-funded. Continuing employment in this position is contingent upon availability of grant funds.

Responsibilities

Office Manager
  • Oversee all aspects of office management including maintaining office area reception, restocking TPI supplies, purchase orders, and maintain front office reception and maintenance of all office products warranties and supplies
  • Schedule meetings and appointments and maintain master schedule for the office
  • Organize office operations and procedures for TPI initiatives
  • Maintain all Dropbox, Sharepoint, and Google drive folders for TPI
  • Liaise and coordinate with university offices, outside vendors and other stakeholders
  • Administrative support for directors, research faculty, independent consultants, faculty, graduate research assistants and student assistants
  • Coordinate all conference travel (flights, registrations, lodging) and provide travelers with confirmation details
  • Serve as a member of hiring search committees, maintaining files, applications and pertinent information
  • Conduct onboarding for all new hires that includes offices, computers, phones, keys
  • Ensure TPI’s compliance to University policies and procedures
  • Maintain records and communication with donor stewardship and prospects
  • Serve as the central information resource within the Institute and other Chapman offices and affiliates
  • Monitor TPI email account activity and maintain TPI listserv
  • Maintain correspondence with donors and partnerships of TPI

Special Event Coordination
  • Work with Director and Co Director to plan and coordinate TPI’s annual Disability Summit, Policy Summit and all special events, lectures and workshops for TPI both on and off campus
  • Create and monitor timelines for event workflow
  • Coordinate the logistics of all events for TPI, including materials, RSVP lists, announcements, catering, audio-visual set up, room arrangements, seating, etc.
  • Coordinate volunteers to staff events as needed

Social Media Management
  • Update all social media platforms (Facebook, Blogs, TPI website, Transition website) ensuring that web pages are updated on a regular basis
  • Ensure all social media platforms are accessible and meet ADA compliant standards.
Required Qualifications
  • Strong knowledge and experience in the use of Outlook, word processing, spreadsheet, presentation, database, internet software, preferably Microsoft applications.
  • Strong scheduling and organizational skills to track multiple activities and projects and ability to deal with multiple tasks and changing priorities.
  • Strong communication and interpersonal skills with the ability to interact with all organizational levels including administration, faculty, students, and donors
  • Technical skills to learn and use website and social media platforms.
  • Strong oral and written communication with the ability to prepare, proofread, and edit concise and grammatically correct business correspondence and other documents.
  • Strong commitment to customer service and ability to maintain confidentiality.
  • Ability to work independently and effectively as part of a team.
  • Basic accounting skills to prepare basic financial forms and reconcile expenses for events
  • Meticulous attention to detail in implementing logistics for TPI operations, programming, special events, and coordination
  • At least three years of experience in high level administrative and project support
Desired Qualifications

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

3

Maximum Number of References

5

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
  3. 3 References Listed on One Page
Optional Documents

Company

Chapman University

Founded in 1861, Chapman University is a nationally-ranked private university in Orange, California, about 20 minutes away from Pacific Ocean beaches. Whether you're a scientist or a screenwriter, Chapman University’s close proximity to industry leaders will propel you and jumpstart your career..

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