Administrative Assistant (temporary)

Chapman University; Irvine (CA); On-site; USD 30,000 - 36,000; Full time

Job summary

Chapman University is seeking a Temporary Administrative Assistant to support the Dean’s Office on the Irvine campus. You will handle payments, scheduling, minutes, and events, coordinating with campus partners and ensuring smooth operations.

The role requires strong organizational skills, confidentiality, and the ability to manage multiple priorities in a fast-paced university environment. This on-campus position emphasizes teamwork and dependable execution of daily tasks.

Qualifications

• 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 manage multiple tasks, meet deadlines, and adapt to changing priorities.
• Strong communication and interpersonal skills with the ability to interact with diverse individuals and groups at all organizational levels.
• Writing and editing skills, with the ability to prepare, proofread and edit clear, concise and grammatically correct business documents.

Responsibilities

• Book meeting and event space through 25Live for faculty, staff, and leadership meetings, advisory board meetings, and other CUSP events.
• Coordinate with HR, IS&T, Facilities, Aramark, Telecommunications, University Services for staff and student onboarding and departures including securing 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.

Skills

Administrative support

Confidential data handling

Multi-tasking

Event logistics

Communication skills

Microsoft Office

Education

Bachelor’s Degree

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Position Information

Position Title

Position Type

Temporary

Job Number

SA95724

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$22.00 - $26.00

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

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.

Responsibilities

Administrative Support

• 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.

Purchasing Support

• Prepare office supplies orders for CUSP .
• 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.

Information and Communications Support

• Maintain and update Rinker building maps.
• Maintain CUSP repository of information on SharePoint (intranet).
• Maintain CUSP Org Charts and email group distribution lists.

Campus Operations

• 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.

Special Projects and Events

• 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

Required Qualifications

• 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.

Desired Qualifications

• Bachelor’s Degree

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter

Optional Documents

MAIN CAMPUS

One University Drive
Orange, CA 92866
[phone]

RINKER HEALTH SCIENCE CAMPUS

9401 Jeronimo Road
Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.