Administrative Coordinator, Undergraduate Education

Posting Details

Position Information

Position Title

Administrative Coordinator, Undergraduate Education

Position Type

Staff

Job Number

SA2812122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

05/24/2022

Position Summary Information

Job Description Summary

The position provides support to the Integrated Educational Studies program, Leadership Studies Minor program, MACI Track, and the Attallah College of Educational Studies, as needed.

Responsibilities

Integrated Educational Studies Program Support

• Respond to phone and email inquiries, answering general questions.
• Schedule and attend IES meetings, prepare agendas, take minutes, and post to Dropbox.
• Edit advising documents for students.
• Assist in the creation of presentations for recruitment events – Discover Chapman Day, Preview Day, Orientation, and fairs/events.
• Process financial paperwork for program and affiliated faculty.
• Track IES main and IES 207 budgets.
• Track student information, process change of program forms, and update faculty advisors.
• Maintain student tracking spreadsheet to assist with anticipated section enrollment.
• Coordinate all program events and related logistics ( IES Inc., Graduation Receptions, advising, etc.) every semester.
• Coordinate class schedules for Panther for a Day visits.
• Assist in the development of marketing materials for use in publicizing events and program changes.
• Assist with data collection and preparation for Attallah College Program Improvement System.
• Assist the Attallah Leadership Council with logistics of their tasks, i.e., communication with students, events planning, providing raffle prizes, etc.
• Facilitating permission number request for each semester.
• Supervise IES Peer Advisors: Interview and hire, delegate tasks, review timesheet and approve hours worked, send feedback surveys and collect responses.
• Provide program evaluations to peer advisors for appointments.
• Track advisee intake and agreement submissions.
• Provide important advising information to the Academic Advising Center.
• Conduct Peer Advising program and advisor review each semester.
• Track Provost budget for program

Leadership Studies Program (Minor) Support

• Event planning and coordination of logistics, i.e conferences, meetings, luncheons and dinners, student retreats, etc. Includes contracts, room scheduling and set-up, food services, RSVP’s, guest speaker arrangements, parking services, flyers and event materials.
• Processing of items to be purchased, check requests, etc. and reconcile payables.
• Supporting admission processes for the LEAD minor, supporting course needs including typing LEAD Facilitation Feedback summaries and looking up MPTI Self Discovery patterns.
• Responding to prospective and current students, facilitating processes through the registrar’s office and admissions.
• Facilitating permission number requests for each semester.
• Other Attallah College duties as assigned

Required Qualifications

• Bachelor’s degree or equivalent combination in education and experience.
• Demonstrated effective oral and written communication skills.
• Proven ability to exercise independent thinking and judgment to carry out duties in a timely manner.
• Ability to exercise initiative and work independently and as a team member.
• Experience in providing administrative support in a professional office.
• Proficient knowledge and skill in Microsoft Office Suite applications.
• Strong technical skills to learn and use PeopleSoft, Slate, ImageNow, 25-Live, Task Stream, ETS, Catertrax, Canvas, and Qualtrics.
• Proven ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.

Desired Qualifications

• Strong organizational skills to maintain files, to schedule, calendar and coordinate logistics for meetings and special events.
• Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Experience with planning and coordinating events
• Comprehensive knowledge of IES and Leadership Minor.
• Working knowledge of University policies and procedures.

Special Instructions to Applicants

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

Optional Documents

1. Cover Letter
2. Letter of Recommendation 1
3. Letter of Recommendation 2
4. Letter of Recommendation 3
5. Work Samples
6. 3 References Listed on One Page