Administrative Assistant, Academic Services

Chapman University Careers • Irvine, CA

2d

About The Position

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.

Requirements

• 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

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

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees