Job Details

Posting Details

Position Information

Position Title
Administrative Assistant, Academic Services

Position Type
Regular

Job Number
SA76724

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$24.00-$26.00

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

Reporting to the Academic Operations Manager, this position is responsible for providing administrative support to the offices of the Dodge College Film and Media Arts chairs and associate deans. Performs short- and long-term tasks with exemplary attention to detail, delivering service to students, faculty and staff. Acts as the main liaison between faculty, students and the Academic Leadership. Recommends academic administrative policies; manages their dissemination. Maintains academic records and databases. Tracks part-time lecturer contracts and stipends. Coordinates and tracks students' graduation requirements and deliverables. Manages the assignment of faculty mentors to new students. Maintains and updates academic documents and assists with written correspondence, editing, and proofreading for the Academic Leadership.

Assist with events and other duties as assigned.

Responsibilities

DCFMA Academic Administrative Support

• Issue all permission numbers for enrollment via Permission Number Request form, based on Chair decisions
• Enter, track, and maintain part-time lecturer records and confidential documents
• Assist with the part-time lecturer hiring process and initial onboarding alongside Academic Operations Manager
• Generate and track send part-time lecturer contracts and signatures
• Serve as administrative liaison for various student awards
• Manage awards email inbox, processing award applications
• Facilitate award recipient communication and coordinate funds distribution per Awards Committee
• Coordinate submissions and approval routing for the Fund for Excellence
• Point of contact for campus partners to communicate reminders and deadlines relating to syllabi, textbooks, grades, etc.
• Provide support to the front office student staff, act as backup to Student Support Coordinator, assist with responding to academic support emails, as needed
• Track graduate student thesis proposals and completion paperwork, process thesis review paperwork for payment
• Track accomplishments and timelines of projects for internal reporting
• Assist the academic team with the course scheduling process
• Assist with planning academic activities for orientation week

DCFMA Academic Leadership Support

• Assist Academic Leadership in the management of short- and long-term projects
• Manage phone lines, calendars and meeting requests
• Coordinate travel bookings and logistics
• Assist with monthly PCard reporting, travel and expense reimbursements
• Coordinate weekly Academic Operations meetings, create agendas, take & distribute notes
• Support communication between Dodge College students, faculty and academic leadership
• Assist with compiling and preparing key data and paperwork e.g. student program evaluations and class rosters, as requested by Leadership
• As directed by the chairs, assign faculty mentors to incoming students and make current student adjustments
• Route and track student paperwork for approvals, signatures and processing
• Writing, editing and proof-reading

Office and Event Support

• Provide support to the front office student staff, act as backup to Student Support Coordinator
• Assist with responding to academic support emails, as needed
• Serve as point of contact for campus partners to communicate reminders and deadlines relating to syllabi, textbooks, grades, etc.
• Assist with special events

Required Qualifications

• Highschool Diploma or equivalent
• 1-2 years' experience in providing administrative support in a professional office (academic setting preferred)
• Ability to exercise high level of initiative and work independently
• Self-motivated and proactive in carrying out research and solving problems
• Strong analytical and critical thinking skills to identify problems and anticipate the impact to office administration problems, providing solutions as needed
• Demonstrated commitment to working in a collaborative, customer service environment
• Strong organizational skills to maintain office files, schedule, calendar and coordinate logistics for meetings and special events
• Demonstrate written and oral communication - including solid editing, proof reading skills
• Ability to maintain careful attention to detail and accuracy while working on multiple projects and meeting deadlines
• Proven computer skills and good working knowledge of Microsoft Office Technical skills to learn and use enterprise and departmental tools and systems related to the position
• Excellent interpersonal skills with a diverse group of individuals at all organizational levels both inside and outside of the university
• Ability to use tact and diplomacy and maintain a high level of confidentiality
• Ability to carry out tasks and prioritize, when faced with interruptions, distractions and a fluctuating workload
• Proven ability to exercise judgment and carry out duties in a timely manner

Desired Qualifications

• Bachelor's Degree or equivalent combination in education and experience.
• Knowledge and understanding of PeopleSoft, including PS Campus Solutions
• Knowledge of Chapman policies and procedures

Special Instructions to Applicants

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

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
2

Maximum Number of References
3