Operations Assistant - Temporary Assignment

PeopleAdmin, Inc.; Irvine (CA); On-site; USD 25,000 - 30,000; Part time

Job summary

Chapman University’s Musco Center is seeking an Operations Assistant for a part-time, temporary assignment on campus. The role involves administrative and on-site support, with duties ranging from data entry to coordinating tasks with campus partners.

The position requires strong organizational and communication skills, the ability to work independently, and a commitment to safety and equity in performing daily activities.

Qualifications

• A minimum of related experience to provide administrative support to professional staff.
• Ability to complete duties timely; seek clarification when needed.
• Highly organized with ability to follow and execute instructions.
• Capable of handling interruptions and fluctuating workloads.
• Proficient with Adobe Acrobat and Microsoft Office; comfortable with proprietary software.
• Strong written and oral communication for business correspondence and reports.
• Ability to interact professionally with a diverse university community.
• Commitment to confidentiality and teamwork.

Responsibilities

• Provide research, presentation, and meeting prep support for projects.
• Assist with invoice payments, supplier registration, P-Card reconciliation, and PO requests.
• Support Musco Center staff on projects and tasks.
• Receive and direct faculty or staff requests, then submit campus work orders.

Skills

Administrative support

Organization

Time management

Communication (written)

Communication (oral)

Customer service

Teamwork

Confidentiality

Independence

Problem solving

Education

None specified

Tools

Adobe Acrobat

Microsoft Office Suite

Artifax

WhentoWork

Job description

Operations Assistant - Temporary Assignment

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 Title Operations Assistant - Temporary Assignment

Position Type

Position Type Temporary

Job Number

Job Number SA88624

Full or Part Time

Full or Part Time part-time 20-29 hours weekly

Fair Labor Standard Act Classification Non-Exempt

Anticipated Pay Range

Anticipated Pay Range $18.00 - $22.00

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 Business Administrator, Operations Assistants will support Musco Center departments with operational tasks and challenges. These tasks frequently include data entry, scheduling, support requests, and some administrative tasks. This support work will often require the Operations Assistant to work as project coordinator where responsibilities will include progress tracking, identifying roadblocks, and following up on requests with various team members and other campus partners. This operational support will take place in-person, as dictated by campus policy and operational need.

This position will report to campus based on Musco Center and College of Performing Arts production schedules and requirements. While on-site, this position will perform an operations, security and access role.

Musco Center for the Arts’ commitment to cultural equity aims to create a brave space in authentic partnership with artistic, academic, and surrounding communities to re-imagine, dream, and work toward a just, anti-racist, and equitable arts hub that reflects the community’s values and advocates for the most vulnerable. All Musco Center staff members are expected to participate fully in this work.

Musco Center produces a variety of programming and has a diverse group of users – the successful candidate will navigate the season with impeccable, client-oriented service; a safety-first approach; and a desire to foster a collaborative, respectful work environment.

This is temporary non-exempt staff position.

Responsibilities

Administrative Operations Support

• Assist administrative and operations teams on a per project basis, providing research, presentation, and meeting preparation support.
• Assist with invoice payment processing, supplier registration, University P-Card reconciliation and submitting purchase orders/requisition requests.
• Assist Musco Center staff and workgroups with projects and tasks.
• Field support requests from Musco Team and submit work orders with appropriate campus departments

On-Site Support

• Perform site walkthroughs to identify potential safety, ADA , equipment, and facility issues.
• Facilitate check-in and check-out of individuals with approved access ensuring they meet all Chapman University and Musco Center requirements for entry.
• Provide information and instruction regarding Musco Center policies to all entrants.
• Submit facilities work requests as needed and follow up to ensure their timely completion.
• Set-up and break-down equipment for auxiliary building activity - such as tables, chairs, etc.
• Assist with education and enforcement of Covid Compliance policies.
• Other projects as required.

Required Qualifications

• A minimum of related experience in order to provide administrative support to professional staff
• Proven ability to carry out duties in a timely manner; requesting clarification where required
• High level of organization and ability to follow and carry out instructions
• Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload
• Proficiency in standard business software such as Adobe Acrobat and the Microsoft Office Suite, technical aptitude to learn and work within proprietary software like Artifax and WhentoWork
• Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, operational emails and reports
• Strong oral communication skills to convey accurate information in a tactful and diplomatic manner
• Excellent telephone etiquette skills and the ability to direct calls, give information, and take accurate and detailed messages
• Strong customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University community
• Ability to work independently, secure information/data, and make recommendations based upon the information/data gathered
• Problem solving skills, including the ability to formulate and communicate logical conclusions and recommendations
• Ability to maintain a high level of confidentiality
• Strong commitment to teamwork
• Eagerness to engage in Musco Center and Chapman University’s Cultural Equity initiatives and a desire to create a just and equitable performing arts industry.