Administrative Assistant, Temporary Assignment

Chapman University; Orange (CA); On-site; Full time

Job summary

Chapman University seeks a full-time Administrative Assistant for a temporary assignment to support the Office of Experiential Education in the School of Pharmacy. Duties include providing administrative support, managing inquiries, assisting with student rotations, coordinating events, and ensuring timely communication with stakeholders. Ideal candidates will possess strong organizational skills, a commitment to teamwork, and at least two years of relevant experience.

Qualifications

• A minimum of two years of demonstrated professional experience in related functions, preferably in higher education.
• Excellent computer skills in word processing, excel spreadsheets, Internet, and electronic mail.
• Strong commitment to teamwork and a service-oriented attitude.

Responsibilities

• Provide administrative support to the Office of Experiential Education.
• Coordinate special events, meetings, and projects.
• Assist with background checks and immunizations for placement at experiential sites.

Skills

Organizational Skills

Interpersonal Skills

Problem Solving

Communication

Education

Bachelor’s Degree

Two years of professional experience

Tools

PeopleSoft

CORE ELMS

25Live

Job description

Administrative Assistant, Temporary Assignment

Administrative Assistant, Temporary Assignment

Position Title:

Administrative Assistant, Temporary Assignment

Position Type:

Temporary

Job Number:

SA52324

Full or Part Time:

full-time 40 hours weekly

Fair Labor Standard Act Classification:

Non-Exempt

Anticipated Pay Range:

$21.00 - $25.00

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.

Job Description Summary:

Provide administrative support to the Office of Experiential Education in the School of Pharmacy. Respond to phone, email, and in-person inquiries. Collect materials from Experiential Educators to use in appointment consideration and preparation for review. Assist with background checks and immunizations required for placement at experiential sites and report status/progress to other executive staff. Assist and coordinate events as needed. Process P-Card transactions and purchases as requested for Experiential Education Office support items. Other duties as assigned.

This position is located at the Irvine Rinker Campus in Irvine.

Responsibilities:

Provide administrative support to Experiential Education Office:

• Provide administrative and logistical functions of school.
• Respond to internal and external inquiries and requests for information, providing excellent customer service in a timely manner.
• Compile information for newsletters, inputting into the online newsletter system, and distributing to School of Pharmacy stakeholders.
• Assist the Director with Continuing Professional Development (CPD) functions of the Experiential Education Office including scheduling events/programs and completing documentation for continuing education programs.
• Process purchases and payments through PeopleSoft when needed.
• Maintain and submit records for departmental P-cards and input information into the online system to reconcile purchases.
• Prepare routine and non-routine correspondence on behalf of the supervisor.
• Assist with departmental staff searches, including gathering information and transferring to spreadsheets, creating and maintaining search folders in SharePoint, and uploading documents into respective folders, emailing communications to candidates, and uploading pertinent information into search folder.

Assist with Experiential Rotations:

• Coordinate Experiential Educational Appointment process, collect materials from Experiential Educators for use in appointment consideration and preparation for School of Pharmacy review, manage and track background checks and appointment letters.
• Manage communications with student pharmacists through Core Elms message center and gather information for the completion of student pharmacist records and assignments.
• Process update requests in Core Elms software
• ·Assist with Introductory Pharmacy Practice Experience (IPPE) and Advanced Pharmacy Practice Experience (APPE) student pharmacist experiential placements by :

Entering preceptor availability and specific requirements and information related to experiential experience

Managing the list of site requirements for students and make changes when requested.

Prepare reports tracking student adherence to site/ School of Pharmacy specific requirements.

Prepare reports tracking timely completion of experiential course assignments and site/preceptor evaluations.

Prepare reports using Core Elms software as requested by the Office of Experiential Education team members

Corresponding with students and preceptors as requested to keep them updated regarding Experiential Education information.

• Assist with the revisions to the Experiential Education Student and APPE handbooks.

Coordinate special events, meetings, and projects:

• Assist with special projects and/or events such as Experiential Education and student orientation, accreditation site visit events, other accreditation activities, graduation, preceptor fair, preceptor appreciation dinner, etc., including room reservations, catering, ordering supplies, and other arrangements when needed.
• Schedule meetings, prepare agendas, and record minutes at Office of Experiential Education Huddle and EEAC meetings.
• Coordinate guest schedules, including calendaring, venue or room reservations, parking permits, and preparing and sending itineraries.

Required Qualifications:

• A minimum of two years of demonstrated professional experience in related functions, preferably in higher education.
• Proven ability to carry out duties in a timely manner
• Proven ability to reason, prioritize, problem-solve and communicate logically
• Experience carrying out duties when faced with interruptions, distractions, and a fluctuating workload
• Skills for basic arithmetic and calculation skills
• Technical skills to learn and use enterprise systems and departmental tools.
• Excellent computer skills in word processing, excel spreadsheets, Internet, and electronic mail with the ability to set up and maintain a database
• Working knowledge of PeopleSoft.
• Experience using standard office equipment such as copier, fax, and calculator.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services, and catering.
• Clear and understandable speech to disseminate information and forward messages thoroughly and appropriately.
• Demonstrate effective, clear, and businesslike written and oral communications – including solid editing and proofreading skills.
• Experience taking concise and accurate meeting minutes.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside the University. Excellent problem-solving skills.
• Ability to use tact and diplomacy and maintain high confidentiality.
• Strong commitment to teamwork. Service-oriented, with the ability to maintain a pleasant and helpful attitude.

Desired Qualifications:

• Bachelor’s degree and/or equivalent combination of education and work experience
• Experience and/or knowledge of Experiential Education.
• Experience in meeting/event coordination.
• Working knowledge of PeopleSoft and 25Live.
• Working knowledge of CORE ELMS.
• Working knowledge of University policies and procedures that pertain to the duties of this position.

Special Instructions to Applicants:

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. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

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.

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