Administrative Assistant - Political Science
Chapman University

Orange, California

This job has expired.


Position Title:

Administrative Assistant - Political Science

Position Type:

Staff

Job Number:

SA3922122

Full or Part Time:

Full Time

Employee Status :

Regular

Posting Date:

08/17/2022

Job Description Summary:

Reporting to the Director of Administrative Operations, the department administrative assistant provides organizational support to the department chair, faculty and students. Manage department office, supervise student workers, and oversee workflow. Track and apprise the chair of the department budget noting expenditures and shortfalls. Respond to inquiries and disseminate information ensuring that each request is handled appropriately. Respond to requests from the Office of the Dean, assist with faculty searches and provide administrative support for faculty research groups. Monitor and assist with the class schedule process, advisement, and registration; maintain student and faculty load database and coordinate special events and projects.

Responsibilities:

Provide administrative support to the department chair, faculty, students

  • Manage department office, supervise student workers, and oversee workflow.
  • Respond to both internal and external requests for information providing excellent customer service in a timely manner.
  • Track department budget and expenses and provide information regarding shortfalls to chair
  • Maintain office equipment and supplies and coordinate Facilities requests
  • Process and track paperwork for purchases, expense reimbursements, travel requests, extra pay stipends, student worker requests and part-time/overload faculty contracts
  • Assist with grant proposals and faculty research groups
  • Assist with catalog revision process
  • Provide information to the department and visitors regarding University policies and procedures
  • Maintain departmental databases, including faculty loads.

Monitor class schedules, advisement, and registration process
  • Assist chair with timely completion of class schedule process within the department classroom allocations
  • Assist faculty and students with scheduling advisement appointments and input advisor assignments in PeopleSoft
  • Assist with the hiring process for part-time faculty and process teaching contracts including overload contracts.
  • Monitor class registration status and apprise chair
  • Process course evaluations
  • Assist faculty with system access

Coordinate special events, meetings, and projects
  • Plan event functions including announcements, calendaring room, and food/beverage arrangements
  • Schedule meetings and take minutes as requested
  • Assist faculty with special projects
  • As a member of the college staff team, assist with college-wide and department activities

Other duties as assignedRequired Qualifications:

  • Bachelor's degree and/or equivalent combination of education and work experience.
  • A minimum of two years of demonstrated professional administrative support experience preferably in higher education.
  • Demonstrate effective, clear, and businesslike written and oral communications - including solid editing, and proofreading skills.
  • Ability to comprehend a process and/or procedure and take a given task from beginning to completion.
  • Ability to multi-task, work under deadlines and maintain a detail-oriented approach to each task.
  • Experience in meeting/event coordination.
  • Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
  • Ability to use tact, and diplomacy and maintain a high level of confidentiality.
  • Proven ability to reason, prioritize, problem solve, and communicate logically.
  • Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, including publications, media services, and catering.
  • Ability to collaborate with others on projects and independently execute assigned tasks.
  • Strong commitment to teamwork.
  • Technical skills to learn and use enterprise systems and departmental tools.
  • Excellent computer skills Microsoft Suite with the ability to set up and maintain a database, create presentations, and set up zoom meetings.
Desired Qualifications:

  • Working knowledge of PeopleSoft, Concur, and/or Campus Solutions.
  • Working knowledge of campus policies and procedures related to this office
Special Instructions to Applicants:

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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