Administrative Assistant

Chapman University Careers•Irvine, CA

26d

About The Position

The Administrative Assistant performs a variety of administrative duties supporting the lab’s research, educational, and outreach activities. Responsibilities include assisting with communication with students, faculty, collaborators, and university offices; assisting with the planning and logistics of meetings, seminars, and events; preparing routine correspondence and administrative documentation; processing expense reports, reimbursements, and travel documentation; assisting with the preparation of proposal materials and maintaining records related to grants and funding opportunities; support orientation and onboarding processes for lab personnel; maintaining administrative records and compliance documentation; assisting with updates to the lab’s online resources, including the public-facing website and internal documentation systems; and providing support and guidance for student employees and research assistants.

Requirements

Highschool Diploma or equivalent
1-2 years of experience providing administrative support in a professional office or academic environment.
Proven ability to perform administrative duties in an organized and timely manner while managing multiple priorities.
Ability to work effectively in environments with interruptions, competing deadlines, and fluctuating workloads.
Strong organizational and coordination skills, including the ability to manage calendars, meetings, and events.
Strong written communication skills, including the ability to prepare clear, concise, and grammatically correct correspondence and reports.
Strong oral communication and interpersonal skills, including the ability to convey information accurately and interact professionally with students, faculty, collaborators, and members of the university community.
Ability to organize, maintain, and retrieve administrative records and documentation with attention to detail and accuracy.
Basic financial and arithmetic skills sufficient to assist with expense tracking, reimbursements, and preparation of financial documentation.
Computer skills to use standard office software, including word processing, spreadsheets, presentation software, internet applications, and electronic communication tools (e.g., Microsoft Office or equivalent).
Ability to learn and use enterprise software systems required for the position (e.g., financial systems, proposal submission systems, or other institutional platforms).
Ability to coordinate logistics for meetings, seminars, and events, including scheduling, materials preparation, and communication with participants.
Ability to maintain discretion and confidentiality when handling sensitive information.
Demonstrated problem-solving skills and the ability to identify administrative issues and communicate appropriate solutions.
Ability to work independently and collaboratively as part of a team.
Experience using standard office equipment and administrative tools.
Proven ability to perform administrative duties in an organized and timely manner while managing multiple priorities.

Responsibilities

Assist in preparing routine promotional materials, letters, proposals, and other correspondence related to lab activities.
Assist with tracking expenditures and preparing budget summaries as requested by the supervisor.
Assist with processing expense reports, reimbursements, and cash advances, including documentation in Concur and routing completed forms to appropriate departments.
Assist with administrative preparation of proposal materials, including compiling required documents and coordinating submission materials in Cayuse.
Coordinate printing projects and maintain office equipment; assist lab members in the use of office equipment and software.
Coordinate facilities work orders and maintenance requests.
Order, organize, and maintain office supplies.
Prepare routine administrative correspondence.
Organize and maintain office files and administrative records.
Assist with collecting and organizing information for annual reports and other reporting requirements (e.g., project tracking, progress reports).
Coordinate travel arrangements and related documentation for conferences, workshops, invited speakers, and other lab-related activities, and assist with associated reimbursements.
Assist in the orientation and personnel processes for graduate students, undergraduate assistants, postbaccalaureate staff, and other lab personnel, including preparing ERCRs and related documentation.
Provide day-to-day support and guidance for student employees as assigned.
Assist with onboarding and administrative setup for new lab members, students, and visiting scholars, including coordinating workspace, system access, and required documentation, as needed.
Maintain administrative records related to lab personnel, projects, and activities in accordance with university policies.
Assist in maintaining records of required compliance documentation and training for lab personnel.
Communicate with students, faculty, collaborators, event participants, and members of the Chapman University community via email and other communication platforms as directed.
Coordinate communication with administrative staff across the department, college, and university, as well as with external collaborators.
Serve as a point-of-contact for routine administrative inquiries related to lab activities
Assist in planning and organizing meetings, seminars, workshops, and other programming events.
Coordinate logistics for events, including reserving locations, arranging catering, preparing materials, and communicating with participants.
Prepare and distribute meeting notices, agendas, and supporting materials.
Track attendance and confirmations and maintain databases of event participants.
Maintain a calendar of important dates, including grant deadlines and scheduled meetings, and notify the supervisor of upcoming responsibilities.
Schedule and coordinate meetings, conferences, webinars, video conferences, and teleconferences
Assist with maintaining a database of funding opportunities relevant to the lab’s research activities.
Communicate funding requirements and deadlines to lab staff and students.
Create and maintain templates for funding applications based on funder guidelines.
Assist with organizing and preparing administrative materials required for proposal submissions, progress reports, and related documentation
Assist with occasional special projects related to research, education, and outreach initiatives.
Maintain and update the lab’s online resources, including the website and internal documentation systems (e.g., wiki).
Support the lab’s research and educational mission and goals through administrative and logistical assistance.
Perform other related administrative duties as assigned.