Student Administrative Assistant

Chapman University Careers•Irvine, CA

2d•Onsite

About The Position

Student Administrative Assistants work in the Department of Student Engagement and the Division of Student Affairs, supporting a functional and efficient workspace and providing a comfortable, courteous, and professional atmosphere. In collaboration with professional staff and the office operations team, they contribute to projects and departmental programs, services, experiences, and resources as determined by their supervisor. The role is student-facing and must be performed onsite; remote work is not permitted. Employees may work up to 12 hours per week during business hours of 8 a.m. to 5 p.m.

Requirements

Ability to work up to 12 hours per week during 8 a.m.–5 p.m. business hours.
Commitment to teamwork, customer service, collaboration, conflict resolution, and service to students.
Ability to exercise initiative, work independently, and demonstrate dependability and accountability.
Ability to work with diverse individuals at all organizational levels, inside and outside the University.
Ability to use tact and diplomacy and maintain a high level of confidentiality.
Strong time-management skills, including punctuality and ability to prioritize duties amid interruptions, distractions, and changing workloads.
Effective written and verbal communication skills.
Attention to detail, ability to accept direction, willingness to learn from colleagues and the supervisor, and commitment to applying feedback.
Willingness to accept direction and changes to responsibilities as determined by the supervisor.
Courteous and confident demeanor when delegating and holding others accountable.
Ability to learn and use standard office equipment and various software programs.

Responsibilities

Proactively greet guests at the reception desk and provide excellent, accurate customer service in response to telephone and in-person questions about Chapman University, the department, and its facilities.
Gather and confirm information to provide guests with complete responses to their needs.
Wear the required name badge and present a positive, welcoming, and professional image of Chapman University and the Department of Student Engagement.
Monitor the office environment, serve guests, help cultivate a welcoming and engaging environment, and maintain facility tidiness.
Keep the reception desk clean, organized, and free of unnecessary clutter; limit access behind desks to Student Engagement employees.
Prepare Argyros Forum 303 for daily opening and closing by following established procedures.
Conduct active facility checks hourly to identify, respond to, and report safety, cleanliness, maintenance, repair, and functionality concerns.
Clean high-touch surfaces and collect and dispose of trash during each shift.
Distribute mail to professional staff and student staff, and manage mail for student organizations.
Organize and return furniture and equipment to designated locations.
Post signs and daily schedules and complete other administrative tasks as needed.
Promote Student Engagement virtual engagement platforms, such as Panther Connect and Instagram.
Attend scheduled Student Engagement staff meetings and training sessions.
Participate in and contribute to Department of Student Engagement programs, services, experiences, and resources as directed by the supervisor.
Assist with other responsibilities as determined by the supervisor.