Administrative Assistant

Posting Details

Position Information

Position Title

Administrative Assistant

Position Type

Staff

Job Number

SA3032122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

06/17/2022

Position Summary Information

Job Description Summary

This position provides a wide variety of administrative and operational support services to the staff and visitors of the Center for Global Education. Provide administrative and logistical support to staff members by maintaining office, copying, scanning, mailing (domestically/Internationally), answering multi-phone line system, responding/managing the Center e-mail account, paying provider invoices and assisting with student walk-ins. Organize and maintain general office records and files; manage department inventory of supplies and marketing materials. Coordinate mailing, fliers, and distribution of information for Center events.

Schedule meetings and appointments for the department. Available to open and close office during weekday open hours. Deliver and retrieve documents to various departments on campus that may be located on the 2nd or 3rd floor of historic and other buildings without elevators. Hire, train, and supervise student workers involved with peer advising and administrative work.
Schedule and coordinate logistics for various events for the Center. Correspond with program providers and various offices on campus such as Student Business Services, Budget Office, Financial Aid, Registrars Office, Human Resources, Facilities, Sodexho, Event Scheduling, Parking and Transportation Services and University Advancement. Perform additional duties as necessary to support the Center.

Responsibilities

Provide Administrative and Operational support to the Center

• Office maintenance- file; update bulletin boards; keep lobby and student work area neat and professional; organize storage areas. Monitor inventory of forms, office supplies, catalogs, brochures, and handouts and re-stock or order in a timely manner. Coordinate print work with University Services.
• Access Terra Dotta, an online database, to check off materials for students, add notes to applications, and pull data for reports.
• Prepare written correspondence, type meeting notes, and develop internal reports
• Submit requests to Facilities, IS&T, and Aramark for office maintenance.
• Photocopy miscellaneous documents requested by professional staff;
• Open and distribute mail
• Campus errands: When needed, walk to other campus departments to pick up or drop off information
• Schedule staff meetings and student Global First Steps sessions
• Miscellaneous: complete independent projects as assigned by the Director and Assistant Directors

Event Planning

• Handle on-site logistics for various events and conferences sponsored by the CGE
• Work closely with Catering, Scheduling, Facilities, and Media Services for proper set-up and implementation of event
• Coordinate, with CGE team support, twice annually the Study Abroad Fair and international conference; and annual Taiwanese Cultural Performance and International Education Week.
• Organize classroom presentations from student workers
• Organize information tables by Peer Advisors and visiting program providers.
• Coordinate itinerary for international visitors to campus

Student Supervision

• Help hire and train student staff in Center for Global Education; supervise student Peer Advisors
• Maintain work schedules, including time sheet supervision and coordinating meal breaks
• Assign and supervise student projects, including filing, maintaining confidential records, regulating incoming traffic, e-mailing, scanning, and compiling data for research
• Provide direction and ongoing training.
• Provide training on FERPA guidelines and customer service
• Oversee general customer service and paperwork processes administered by students

Financial Coordination

• Coordinate payments and/or wire transfers for program provider invoices.
• Maintain billing roster for semester/academic year abroad students
• Resolve billing issues with business office, budget office, program providers and students
• Deposit checks of refunds and rebates for the Center
• Help Director research and resolve budget discrepancies

Required Qualifications

• Bachelor’s degree or equivalent combination of education and experience in a university setting.
• 1-2 years of experience providing administrative, financial, and logistical support to a professional office.
• Strong commitment to customer service and teamwork with the ability to anticipate the needs of others.
• Effective written communication skills, including the ability to prepare and proofread clear, concise and grammatically correct business correspondence and other documents.
• Excellent interpersonal skills, with the ability to interact and respond to requests from faculty and senior administration, both inside and outside of the university.
• Excellent telephone etiquette skills, with demonstrated experience scheduling, calendaring and coordinating logistics for administrative processes, mailings, meetings, travel arrangements, special events.
• Self-starter with skills to plan, prioritize and complete projects with minimal supervision and in a timely manner in a busy work environment.
• Ability to manage simultaneous projects from various supervision levels
• Organizing and supervising the completion of multiple projects
• Ability to work independently and manage own tasks
• Proven ability to gather and analyze data and prepare reports for management.
• Meticulous attention to detail. Ability to maintain departmental and university procedures and policies.
• Ability to work with sensitive information and maintain a high degree of confidentiality.
• Strong office computer skills with advanced knowledge in Word, Excel, Outlook, and e-mail and experience performing accurate and efficient typing and data entry.

Desired Qualifications

• Experience with Microsoft 365 including One Drive and PowerPoint.
• Familiarity with Terra Dotta Software and PeopleSoft systems.
• Familiarity with education abroad programs.
• Some knowledge of financial tracking and reconciliation with spreadsheets

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
2. Cover Letter

Optional Documents