Operations Assistant - Temporary Assignment

Chapman University Careers•Irvine, CA

16h•Onsite

About The Position

Reporting to the Business Administrator, Operations Assistants will support Musco Center departments with operational tasks and challenges. These tasks frequently include data entry, scheduling, support requests, and some administrative tasks. This support work will often require the Operations Assistant to work as project coordinator where responsibilities will include progress tracking, identifying roadblocks, and following up on requests with various team members and other campus partners. This operational support will take place in-person, as dictated by campus policy and operational need. This position will report to campus based on Musco Center and College of Performing Arts production schedules and requirements. While on-site, this position will perform an operations, security and access role. Musco Center for the Arts’ commitment to cultural equity aims to create a brave space in authentic partnership with artistic, academic, and surrounding communities to re-imagine, dream, and work toward a just, anti-racist, and equitable arts hub that reflects the community’s values and advocates for the most vulnerable. All Musco Center staff members are expected to participate fully in this work. Musco Center produces a variety of programming and has a diverse group of users – the successful candidate will navigate the season with impeccable, client-oriented service; a safety-first approach; and a desire to foster a collaborative, respectful work environment. This is temporary non-exempt staff position.

Requirements

A minimum of related experience in order to provide administrative support to professional staff
Proven ability to carry out duties in a timely manner; requesting clarification where required
High level of organization and ability to follow and carry out instructions
Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload
Proficiency in standard business software such as Adobe Acrobat and the Microsoft Office Suite, technical aptitude to learn and work within proprietary software like Artifax and WhentoWork
Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, operational emails and reports
Strong oral communication skills to convey accurate information in a tactful and diplomatic manner
Excellent telephone etiquette skills and the ability to direct calls, give information, and take accurate and detailed messages
Strong customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community
Ability to work independently, secure information/data, and make recommendations based upon the information/data gathered
Problem solving skills, including the ability to formulate and communicate logical conclusions and recommendations
Ability to maintain a high level of confidentiality
Strong commitment to teamwork
Eagerness to engage in Musco Center and Chapman University’s Cultural Equity initiatives and a desire to create a just and equitable performing arts industry.

Responsibilities

Assist administrative and operations teams on a per project basis, providing research, presentation, and meeting preparation support.
Assist with invoice payment processing, supplier registration, University P-Card reconciliation and submitting purchase orders/requisition requests.
Assist Musco Center staff and workgroups with projects and tasks.
Field support requests from Musco Team and submit work orders with appropriate campus departments
Perform site walkthroughs to identify potential safety, ADA , equipment, and facility issues.
Facilitate check-in and check-out of individuals with approved access ensuring they meet all Chapman University and Musco Center requirements for entry.
Provide information and instruction regarding Musco Center policies to all entrants.
Submit facilities work requests as needed and follow up to ensure their timely completion.
Set-up and break-down equipment for auxiliary building activity – such as tables, chairs, etc.
Assist with education and enforcement of Covid Compliance policies.
Other projects as required.