Administrative Assistant (temporary)

Chapman University Careers•Irvine, CA

1d•Onsite

About The Position

The Administrative Assistant (temporary) provides general administrative and logistical support to the Dean’s Office, working under the direction of the Director of Finance and Administration and following established University policies and procedures. Duties include assisting with payment processing, meeting scheduling, note-taking, events, announcements, room reservations, and catering arrangements, and supporting Rinker Campus operations such as facilities requests, Aramark services, mail and package distribution, equipment maintenance, and Commons/breakroom supply orders. This position is located at the Rinker Graduate Health Sciences Campus in Irvine.

Requirements

A minimum of 1-2 years demonstrated professional administrative support experience, preferably in higher education.
Ability to handle confidential data and respond with tact and diplomacy.
Ability to anticipate needs, think strategically, and proactively plan and execute in a dynamic and evolving environment.
Ability to manage multiple tasks, meet deadlines, and adapt to changing priorities.
Demonstrated ability to work both independently and as part of a team in a fast paced, service-oriented environment.
Experience assisting with event logistics and maintaining accurate records and filing systems.
Strong communication and interpersonal skills with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
Writing and editing skills, with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
Strong organizational skills to prioritize deadlines and work with supervisors to ensure timeliness and accuracy.
Strong commitment to customer service and teamwork.
Strong computer skills in the use of word processing, spreadsheet, database, internet and electronic mail software, preferably Microsoft applications.
Ability to pay meticulous attention to detail.
Arithmetic and calculation skills to perform basic financial functions.
Technical skills to learn software programs including but not limited to PeopleSoft, 25Live, Concur, SharePoint, etc.

Responsibilities

Book meeting and event space through 25Live for faculty, staff, and leadership meetings, advisory board meetings, and other CUSP events.
Support the search and onboarding process of staff and student employees by scheduling interviews, booking rooms, and preparing for new staff onboarding processes.
Coordinate with external departments (HR, IS&T, Facilities, Aramark, Telecommunications, University Services) for staff and student employee onboarding and departures including securing required equipment, space, and supplies.
Coordinate travel arrangements for CUSP guests: prepare detailed travel itineraries; submit reimbursement requests, guest speaker or contractor agreements, and honorarium, as needed.
Compile and distribute/attach agendas for faculty and team meetings as directed, and take minutes as requested.
Arrange for the maintenance of office equipment in collaboration with IS&T as required.
Assist with tracking inventory of surplus technology and other school resources.
Prepare office supplies orders for CUSP.
Submit reimbursement requests.
Submit purchase requisitions and serve as backup resource to other departments for purchasing.
Prepare orders for name badges, business cards, signage, and other supplies necessary for CUSP constituents including staff, dean’s professional advisory members, student ambassadors, and students on experiential rotations.
Maintain and update Rinker building maps.
Maintain CUSP repository of information on SharePoint (intranet).
Maintain CUSP Org Charts and email group distribution lists.
Report building issues at 9401 and 9501 to be addressed by Facilities or Aramark; schedule cleanings, service, and maintenance requests as needed.
Report room and building access issues and classroom technology problems to IS&T.
Order printer/copier paper for 9401 printers and copiers.
Order and store supplies for Rinker Campus faculty and staff breakrooms and Commons.
Manage and distribute external and intercampus mail for all of Rinker campus faculty and staff.
Provide support as needed for events such as Commencement, White Coat Ceremony, Preceptor and Career Fair, celebratory and recognition events, etc.
Serve as backup support for seasonal projects in experiential education and student affairs.
Other duties as assigned.