Administrative Assistant - Peace & Justice Studies and Interdisciplinary Minors Department

Posting Details

Position Information

Position Title

Administrative Assistant - Peace & Justice Studies and Interdisciplinary Minors Department

Position Type

Regular

Job Number

SA43124

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$20.19 - $24.32

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 Peace & Justice Studies and Interdisciplinary Minors Department, supervised by the Assistant Director of Administrative Operations, plays a crucial role in providing academic and operational support to the department chair, faculty, and students. Core responsibilities include overseeing department supplies, monitoring budgets, supervising student workers, and managing inquiries to ensure prompt and accurate responses. The assistant also supports faculty with expense reimbursements, coordinates class scheduling, maintains faculty load databases, and assists the chair with the registration (permission numbers etc.). Additionally, they help organize special events and projects, handle requests from the Office of the Dean, and ensure the department operates efficiently and effectively.

Responsibilities

Provide administrative support to the department chair, program directors, faculty, and students.

• Manage office operations, including workflow, procurement of supplies, and responding to inquiries.
• Maintain departmental databases and provide information on policies and procedures.

Maintain and monitor department/program budgets.

• Collaborate on budget planning and ensure accurate expense tracking.
• Process purchases, reimbursements, and faculty payments while adhering to fiscal policies.

Assist in the creation and implementation of class schedules.

• Support class scheduling, registration, and faculty load management.
• In partnership with the department chair, ensure full-time faculty meet contract load requirements, monitor class registration status, assist faculty with system access, and manage classroom allocations in collaboration with the Office of the Registrar for appropriate classroom assignments

Oversee the administrative process of faculty contracts.

• Generate and manage part-time faculty contracts, ensuring compliance with policies and deadlines.
• Coordinate with relevant offices to finalize contracts and maintain accurate records.

Coordinate special events, meetings, and projects.

• Plan and organize events, including advertising, logistics, and materials.
• Support faculty with special projects and contribute to college-wide initiatives.

Supervise department student workers.

• Oversee student staffing needs, including hiring, scheduling, and evaluations, ensuring compliance university policies, and managing student hours within budgetary limits.
• Provide mentorship, guidance and support to student staff while ensuring that departmental needs are met.

Required Qualifications

• Bachelor’s degree and/or equivalent combination of education and work experience.
• A minimum of two years of experience in administrative support roles, preferably in an academic setting Experience with budget management, event coordination, and office operations.
• Demonstrated creativity in problem-solving and project execution.
• Strong organizational skills to manage multiple tasks and priorities effectively.
• Ability to maintain accurate records, schedules and databases
• Ability to collaborate with others on projects and independently execute assigned tasks.
• Proficiency in fostering a positive and inclusive environment conducive to collaboration and creativity.
• Strong commitment to teamwork.
• Technical skills to learn and use enterprise systems and departmental tools.
• Excellent computer skills Microsoft Office Suite with the ability to set up and maintain a database, create presentations, and set up zoom meetings.
• Desire to contribute to the advancement and reputation of the peace and justice department within the university and beyond.
• Experience working in a fast-paced environment, with the ability to quickly adapt to changing priorities and manage multiple tasks simultaneously.

Desired Qualifications

• Working knowledge of PeopleSoft, Concur, and/or Campus Solutions.
• Working knowledge of campus policies and procedures related to this office

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
3. 3 References Listed on One Page

Optional Documents

1. Letter of Recommendation 1
2. Letter of Recommendation 2