Administrative Coordinator, Undergraduate Majors & Minors

Chapman University; Irvine (CA); On-site; USD 36,000 - 37,000; Full time

Job summary

Chapman University in California is seeking an Administrative Coordinator to provide administrative, financial, and events support to Attallah College’s Undergraduate Education programs. You will be the primary contact for prospective and current students, coordinate program events and faculty searches, and handle budget tracking for the programs.

Reporting to the Director of Undergraduate Programs, you will support the broader Attallah College and UG Education programs, with responsibilities

Qualifications

• 2-3 years’ experience providing administrative, operational and financial support to management.
• Demonstrated effective oral and written communication skills.
• Proven ability to exercise independent thinking and judgement to carry our duties in a timely manner.
• Ability to exercise initiative and work independently and as a team member.
• Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Experience in providing administrative support in a professional office.
• Proficient knowledge and skill in Microsoft Office Suite applications.
• Strong technical skills to learn and use and train others on financial systems and tools.
• Proven ability to prioritize duties when faced with interruptions, distractions and fluctuating workload.
• Experience with planning and coordinating events.
• Strong organizational skills to maintain files, schedule, calendar and coordinate logistics for meetings and special events.

Responsibilities

• Handle email and phone communication with prospective and current students.
• Assist in the creation of slide presentations for recruitment events.
• Assist with data collection and preparation for Undergraduate Program Assessment & Accreditation reports.
• Assist in the development of marketing materials for UG events and program changes (catalog, program plans, etc.).
• Coordinate all UG faculty searches, including placing search ads, collection and tracking of application materials, communication with applicants and Faculty Affairs.
• Schedule and attend UG Education and Minors meetings, prepare agendas, take minutes, and post to Sharepoint.
• Provide UG Education and Minors program financial process support via initiating book orders, swag, supplies, and processing purchase requisition orders and non PO payments,
• Process financial paperwork for program and affiliated faculty.
• Track Program spending budgets and spending.
• Processing of items to be purchased/received, check requests, etc. and reconcile budget to actual reports.
• Coordinate all program events, meetings, and related logistics every semester.
• Coordinate class schedules for Panther for a Day visits and fill in as staff for Panther for a Day tours.
• Student Retreat and meeting support: Booking space, processing contracts, ordering food, coordinating university vehicles, etc.
• Assist the Attallah Undergraduate Council with logistics of their tasks, i.e., communication with students, events planning, providing raffle prizes, etc.
• Facilitate permission number requests for each semester for all Attallah UG courses.

Skills

Communication skills

Independent thinking

Team player

Confidentiality

Office basics

Microsoft Office

Education

Bachelor’s degree in related field

Tools

Microsoft Office Suite

Financial systems/tools

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 SA97524

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 $26.00-$27.50

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 Coordinator provides administrative, financial, and event support to Attallah College’s Undergraduate Education programs. The position serves as a primary contact for prospective and current students, coordinates program events and faculty searches, and processes purchasing and budget tracking for the programs. It reports to the Director of Undergraduate Programs and supports the broader Attallah College as needed. The position provides support to the Undergraduate (UG) Education programs and the Attallah College of Educational Studies, as needed.

Responsibilities

Communications & Reporting:

• Handle email and phone communication with prospective and current students, answering general questions.
• Assist in the creation of slide presentations for recruitment events – Discover Chapman Day, Preview Day, Orientation, and fairs/events.
• Assist with data collection and preparation for Undergraduate Program Assessment & Accreditation reports.
• Assist in the development of marketing materials for use in publicizing UG events and UG program changes (catalog, program plans, etc.).
• Coordinate all UG faculty searches, including placing search ads, collection and tracking of application materials, communication with applicants and Faculty Affairs.
• Schedule and attend UG Education and Minors meetings, prepare agendas, take minutes, and post to Sharepoint.
• Provide UG Education and Minors program financial process support via initiating book orders, swag, supplies, and processing purchase requisition orders and non PO payments,
• Process financial paperwork for program and affiliated faculty.
• Track Program spending budgets and spending.
• Processing of items to be purchased/received, check requests, etc. and reconcile budget to actual reports.

Events management:

• Coordinate all program events, meetings, and related logistics (Future Educators Forum, Senior Symposium, Graduation Receptions (includes managing award nominations and selections, certificates, programs, support on day of event, etc.), Admissions events, advising, conferences, luncheons/dinners, etc.) every semester. Includes processing contracts, room scheduling and set-up, food services, RSVP’s, guest speaker arrangements, parking services, preparation of awards/managing award submissions, flyers and event materials.
• Coordinate class schedules for Panther for a Day visits and fill in as staff for Panther for a Day tours.
• Student Retreat and meeting support: Booking space, processing contracts, ordering food, coordinating university vehicles, etc.

Student support:

• Assist the Attallah Undergraduate Council with logistics of their tasks, i.e., communication with students, events planning, providing raffle prizes, etc.
• Facilitate permission number requests for each semester for all Attallah UG courses.

Required Qualifications

• A minimum of 2-3 years’ experience in providing administrative, operational and financial support to management.
• Demonstrated effective oral and written communication skills.
• Proven ability to exercise independent thinking and judgement to carry our duties in a timely manner.
• Ability to exercise initiative and work independently and as a team member.
• Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Experience in providing administrative support in a professional office.
• Proficient knowledge and skill in Microsoft Office Suite applications.
• Strong technical skills to learn and use and train others on financial systems and tools
• Proven ability to prioritize duties when faced with interruptions, distractions and fluctuating workload.
• Experience with planning and coordinating events
• Strong organizational skills to maintain files, to schedule, calendar and coordinate logistics for meetings and special events.

Desired Qualifications

• Bachelor’s degree in related field
• Strong organizational skills to maintain files, to schedule, calendar and coordinate logistics for meetings and special events.
• Experience with planning and coordinating events
• Knowledge of FERPA and experience working with student records.

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 3

Maximum Number of References

Maximum Number of References 3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter
• 3 References Listed on One Page

Optional Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
[phone]
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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.