Administrative Coordinator

Chapman University; Irvine (CA); On-site; USD 37,000 - 40,000; Full time

Job summary

Chapman University in Orange, CA invites applications for an Administrative Coordinator in the Athletics Department. Reporting to the Operations Manager, this on-campus role provides administrative support, handles front office supervision, finances, HR tasks, and supports major fundraising events.

The position requires strong organizational skills, 2–3 years in admin, and proficiency with Microsoft Word and Excel.

Qualifications

• 2-3 years of administrative support experience in a professional office.
• Strong organizational and administrative skills with the ability to manage multiple priorities and deadlines.
• Excellent interpersonal, communication, and leadership abilities to collaborate with students, colleagues, and campus partners.

Responsibilities

• Provide general administrative support to the Operations Manager and Director of Athletics, including organizing meetings and supervising front office operations.
• Coordinate work orders and office supply ordering; assist HR processes including onboarding and performance appraisals.
• Support department financial activities and procurement according to university policies; manage purchasing card expenses.

Skills

Organization

Administrative support

Communication

Leadership

Education

Bachelor’s degree or equivalent

Tools

Microsoft Word

Excel

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

Position Type Regular

Job Number

Job Number SA92724

Full or Part Time

Full or Part Time full‑time 40 hours weekly

Fair Labor Standard Act Classification Non‑Exempt

Anticipated Pay Range

Anticipated Pay Range $27.00 - $29.00

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

Reporting to the Operations Manager, the Administrative Coordinator delivers administrative and clerical support to the Athletics Department while facilitating smooth daily operations across the department. This role is responsible for general administrative supervision of the front office, assisting with departmental financial activities including processing work order requests, P‑card reconciliation, and procurement, as well as supporting human resource needs. Additionally, the position coordinates the planning and execution of major annual fundraising events and collaborates with various campus partners to enhance campus visibility and support prospective and current student‑athletes. Requires a flexible work schedule that includes occasional evenings and weekends.

Responsibilities

General Administrative & Office Operations

• Provide general administrative support to Operations Manager and Director of Athletics, including organizing departmental meetings, handling routine inquiries and supervising front office operations.
• Coordinate work orders/requests and manage office supply ordering for the department.
• Support departmental human resources processes, including onboarding and offboarding employees, and organize annual performance appraisals.
• Oversee, schedule and train student front desk employees, delegating daily front office tasks.
• Assist the Operations Manager with department financial administration and reporting.
• Create purchase requisitions and coordinate processing of invoices and payments in accordance with University policies and procedures.
• Manage and reconcile purchasing card expenses reports, ensuring accurate documentation and timely submission.
• Partner with University Advancement and Athletics leadership to develop and implement fundraising initiatives and communications that support Athletics goals.

Event Planning & Execution

• Partner with Event Operations team to calendar daily Athletics facility usage and ticketing for home sporting events and special events.
• Provide administrative and operations support for selected home sporting events, including SCIAC and NCAA postseason games.
• Coordinate planning details, catering, and execution of major annual events, such as Football Kickoff Event, Hall of Fame banquet, annual golf tournaments, and student‑athlete special events.
• Partner with Strategic Marketing and Communications staff to produce promotional materials for special events.

Compliance & Institutional Alignment

• Perform assigned responsibilities in accordance with NCAA , SCIAC , University, and departmental rules, policies, and regulations.
• Participate in required departmental, University, conference, and NCAA meetings, education, and training programs.
• Report potential policy, compliance, or conduct concerns or violations to the Director of Athletics or the University’s Office of Institutional Compliance.
• Serve as a Campus Security Authority ( CSA ) and Title IX Mandatory Reporter, including completion of required training and timely reporting.

Required Qualifications

• 2-3 experience in providing administrative support in a professional office.
• Experience in providing administrative support in a professional office.
• Strong organizational and administrative skills, with the ability to manage multiple priorities and deadlines effectively.
• Demonstrated ability to work independently, exercise sound judgment and discretion, and take initiative on matters of significance, use tact and diplomacy and maintain a high level of confidentiality.
• Effective interpersonal, communication, and leadership skills, with the ability to work collaboratively with students, colleagues, and campus partners.
• Extensive knowledge of Microsoft Word and Excel.

Desired Qualifications

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Experience working in a higher education setting.
• Knowledge of Chapman University policies and procedures.
• Experience working with NCAA Division III and SCIAC environment, and familiarity with rules and regulations.

Will Train

• Knowledge of Teamworks, Concur, Bank of America Works, PeopleSoft, and 25Live
• Ability to obtain and maintain required certification, including Lifeguard First Aid/ CPR , Campus Security Authority ( CSA ), FERPA , and Fair Admissions training.

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.

Minimum Number of References

Minimum Number of References 2

Maximum Number of References

Maximum Number of References 3

Pre‑screening Questions

Required fields are indicated with an asterisk (*).

Required 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.