On-Campus Administrative Coordinator, Undergraduate Education

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

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