Administrative Coordinator/Assistant to the Dean

Posting Details

Position Information

Position Title

Administrative Coordinator/Assistant to the Dean

Position Type

Staff

Job Number

SA2742122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

05/20/2022

Position Summary Information

Job Description Summary

The College of Performing Arts (CoPA) Administrative Coordinator/Assistant to the Dean provides executive-level administrative support to the dean, dean’s office staff, and departments (students, faculty, and staff) within CoPA. The fundamental responsibilities of this role are to manage all administrative and operational needs of the Office of the Dean.

The position is generally the first point of contact for inquiries of the Office of the Dean, including greeting and assisting all guests, answering the phones, overseeing the CoPA email account, and handling the Dean’s calendar and the office conference room scheduling. This position oversees student employees within the Dean’s Office and reports to the Operations Administrator to ensure that all aspects of the office are met. Provides outstanding customer service to all constituents and is the liaison between the CoPA Dean’s Office and many central departments on campus.

This position handles a full amount of administrative and financial support responsibilities. It will often act as the point of contact and trainer to other Administrative Assistants within CoPA to ensure that University and departmental policies are followed, and all administrative tasks are well managed and organized appropriately. In addition to the administrative and financial tasks, the Administrative Coordinator/Assistant to the Dean will assist with organizing CoPA events, support artistic and production needs, and provide event support to CoPA departments as needed.

Responsibilities

For Dean:

• First point of contact to the Dean’s Suite (faculty, students, guests, donors, prospective students, donors, all parents, etc.) in-person, phone, global CoPA email address
• Maintains Dean’s calendar and conference room schedule.
• Coordinates significant events hosted by the Dean of the College.
• Manages all contracts and financial transactions for the dean/dean’s office staff.
• Overseas travel arrangements and faculty travel requests that Dean/Associate Dean must approve
• Maintains the office needs (supplies/equipment) for the Dean’s Suite
• Maintains contact information for faculty and staff
• Oversees student employee(s) for Dean’s Office
• Maintains Dean’s sensitive files.
• Draft and send memos/correspondence for the Dean as needed
• Coordinates all service requests/needs for the Dean’s Suite with appropriate entities (facilities, IS&T, Aramark, Sodexo, etc.)

For Office:

• Develops (with the Operations Administrator) and maintains CoPA file repository as needed and keeps files consistent, up to date, appropriately named, and accurately archived
• Handles all contracts and financial processes for the Dean’s Office (dean and dean’s office staff)
• Assists the Operations Administrator with all financial needs, including but not limited to reporting, processing payments, assisting with financial data, working with Dean to allocate Faculty Travel and Development funding form and approval processes, using Concur to process procurement cards, reimbursements, cash advances, as needed for various entities (Dean, faculty, staff)
• Assists the Operations Administrator with maintaining consistent administrative policies, including but not limited to: Policies, financial, academic, production, calendaring, etc.
• Collects and processes monthly extra pay forms for faculty
• Assists and oversees the process of scheduling courses. Reviews courses after submission by departments and maintain that rooms are available and there are no scheduling conflicts. May occasionally need to schedule classes for a department in a time of need
• Receives and files all PTL contracts
• Assists departments with coordinating yearly academic course catalog changes and ensures all changes are reviewed and approved by Dean
• Coordinate yearly Commencement with Event Staff, Dean, and Dean’s Office staff.
• Works with Operations Administrator to provide training and support to admin and chairs as needed on all administrative needs and ensure that all organizational needs are met within University and departmental policy
• Handles all event needs for Dean’s Office staff with the approval of the Dean
• May assist in processing paperwork for gifts provided to the Dean or other Dean’s staff members or faculty
• Support departments in dire need or when extra assistance is necessary.
• Supports financial functions if the Operations Administrator is unavailable
• Maintain a high level of confidentiality
• Additional duties as assigned

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified.
• Demonstrated customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the university community.
• Strong written communication skills to prepare clear and concise directions.
• Strong problem-solving and analytical skills, including formulating and communicating logical conclusions and recommendations.
• Strong oral communication skills to convey accurate information tactfully and diplomatically.
• Ability to use standard office equipment.
• Technical skills to learn and use enterprise systems related to this position.
• Analytical skills to identify system issues or errors and assist with troubleshooting.
• Demonstrated ability to explain system procedures and provide training.
• Ability to learn and interpret university and department policies and procedures.
• Ability to work effectively as a member of a team, exercise initiative, and work independently.

Desired Qualifications

• Knowledge of Chapman University policies and procedures
• Experience in performing arts.
• Experience using PeopleSoft software.
• Ability to learn quickly and use multiple technical programs and provide training to others as needed.
• Ability to perform accurate and efficient data entry into various types of software.
• Ability to work well in a fast-paced, priority changing environment

Special Instructions to Applicants

May require some evening and weekend hours.

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

1. Letter of Recommendation 1
2. Letter of Recommendation 2
3. Letter of Recommendation 3