Administrative Coordinator

Chapman University Careers•Irvine, CA

11d

About The Position

The Administrative Coordinator provides primary administrative, operational, and financial support to the Physician Assistant Studies program’s Department Chair and Program Director, and general support to faculty and students. The role coordinates the Chair’s calendar and department meetings; supports budget planning, monitoring, reconciliation, reporting, and compliance; and serves as a point of contact for students, faculty, visitors, vendors, and clinical partners. The coordinator provides administrative support for program operations, including meeting logistics and minutes, communications, student handbook updates, onboarding, clinical education records and tracking, and coordination with university offices and clinical sites. The position also supports accreditation and assessment activities by collecting and organizing data and assisting with required reports and documentation for ARC-PA and the university.

Requirements

A minimum of 2–3 years of experience providing administrative, operational, and financial support to management.
Strong oral and written communication skills, including excellent grammar.
Ability to understand processes and procedures and carry assigned tasks through to completion.
Strong organizational skills, including planning and prioritizing multiple projects, meeting deadlines, maintaining calendars, and scheduling appointments and meetings.
Ability to coordinate logistics for meetings, workshops, and events, including catering, travel, and special equipment.
Strong analytical thinking and judgment, including gathering relevant information and prioritizing work amid fluctuating workloads and deadlines.
Ability to prepare clear, concise, grammatically correct business correspondence; strong editing and proofreading skills.
Tact and diplomacy in maintaining confidentiality.
Ability to prioritize duties despite interruptions and distractions.
Strong computer skills, including use of Microsoft Office Suite applications.
Basic accounting skills and ability to monitor budgets and expenses.
Strong technical skills and ability to learn, use, and train others on financial systems and tools.
Ability to use standard office equipment.
Interpersonal skills for working with diverse individuals at all organizational levels, inside and outside the university.
Excellent telephone and email etiquette.
Ability to work independently and effectively as part of a team, and collegially with staff, faculty, and administration.

Responsibilities

Process purchase requisitions, reimbursements, and check requests; research and reconcile discrepancies.
Monitor operating, restricted, capital, and research budgets; track expenditures, transfers, shortfalls, and account reconciliations, and ensure compliance with fiscal policy.
Generate budget data, monitor spending, and prepare monthly and quarterly reports and analyses.
Coordinate with the Director of Operations and Program Director on annual budgets, financial plans, budget allocations, purchasing, and expense recommendations.
Maintain lab supply spreadsheets and audit labs annually to ensure funds are earmarked for expenses.
Liaise with vendors and oversee subscriptions, renewals, service agreements, and related payments.
Coordinate contract review, approval, and execution with the Office of General Counsel and Risk Management through Kuali; draft and process guest speaker contracts and payments.
Assist the Admissions team with calculating and allocating student merit-fellowship awards.
Maintain daily administrative support for the Program Director and coordinate calendars, meetings, invitations, minutes, materials, rooms, equipment, and catering.
Notify the Dean’s Office of school events and update shared calendars.
Support compilation and completion of the ARC-PA Annual Report and develop and implement program procedures for scholarships, student awards, and new student orientation.
Prepare, format, and distribute letters and memoranda; revise and disseminate the PAS Program student handbook and policy changes annually.
Assist with onboarding and orientation for new staff.
Serve as a point of contact for students, faculty, visitors, and other callers; answer phone lines, greet visitors, respond to inquiries, and refer people to appropriate university offices.
Process faculty requests for copies, room reservations, keycard access, and research posters; collect and distribute mail; maintain office equipment and supplies; and coordinate presenter and Facilities requests.
Coordinate communications and administrative workflows among department personnel, the university, clinical sites, students, staff, patients, and community stakeholders.
Track preceptor rotations and hours for adjunct qualification, distribute invitations when preceptors qualify, and verify preceptor licenses and certifications.
Maintain tracking spreadsheets for student completion of clinical procedure requirements.
Support program accreditation and assessment, including developing reports, entering data, collecting and collating assessment information, and preparing required ARC-PA and university assessment documentation.