Student Administrative Assistant

Updated: May 17

Orange

1 University Dr

Expired

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Job Abstract

Proactively greet guests as they approach the reception desk - Provide excellent customer service to all guests including accurate information to telephone and in-person questions regarding Chapman University, our department, and our facilities - Gather and confirm information to provide guests with a full and complete response to their need(s) - Complete active laps of the office to provide visual security - Identify and report potential safety concerns - Identify and report maintenance and rep... more details

Student Administrative Assistant

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Posting Details

Student Title Classification Information

Quick Link	https://chapman.peopleadmin.com/postings/34179
Job Number	SE36824

Position Information

Department or Unit Name	SE - Office Operations
Position Headcount	2
Position Title	Student Administrative Assistant
Academic Year	Summer 2024
Term or Semester	All Academic Year
Is this Role for an Undergrad or Grad Student?	Either Grad or Undergrad is Fine
Anticipated Pay Range	$16.00 - $16.00
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.
On which Campus will this work be done?	Orange
Approved Supervisor	Jessica Tran
Supervisor Email	jessictran@chapman.edu

Scheduling

Please use dates within Chapman Academic Calendar
(https://www.chapman.edu/academics/academic-calendar.aspx)

Desired Start Date	08/12/2024
Projected End Date	05/25/2025
Average number of hours per week	Up to 19 Hrs

Position Summary Information

Job Description Summary	In support of the Student Affairs Learning Outcomes, the Department of Student Engagement facilitates a wide variety of co-curricular student experiences. Along with professional staff and in collaboration with the entire office operations team, Student Administrative Assistants are responsible for creating and maintaining a highly functional, efficient workspace for the Department of Student Engagement. Student Administrative Assistants facilitate a comfortable, courteous and professional atmosphere and contribute to projects based on the needs of the department. All Student Administrative Assistants are members of the Department of Student Engagement and the Division of Student Affairs.
Responsibilities	• Proactively greet guests as they approach the reception desk • Provide excellent customer service to all guests including accurate information to telephone and in-person questions regarding Chapman University, our department, and our facilities • Gather and confirm information to provide guests with a full and complete response to their need(s) • Complete active laps of the office to provide visual security • Identify and report potential safety concerns • Identify and report maintenance and repair needs • Organize and return furniture, equipment, and supplies to its designated/intended location • Ensure all equipment and furnishings are working properly and that the office is clean and tidy • Assist with office organization, ordering supplies, staff recruitment, office orientation, and new hire procedures • Act as primary liaison for the Department of Student Engagement • Respond to all communication within 24 hours of receiving the correspondence • Maintain an accurate and updated work log • Complete opening, mid-day, or closing procedures • Distribute mail to professional staff as well as student staff; manage mail for student organizations • Assist Student Engagement in upholding all University policies • Assist in Department of Student Engagement department-wide events • Assist in other duties as assigned
Required Qualifications	• Ability to work up to 12 hours per week during office operational hours • Commitment to teamwork, customer service, collaboration, and providing service to students • Strong time management skills, including punctuality to arrive to shifts on-time, and ability to prioritize duties when faced with interruptions, distractions, and fluctuating workloads • Ability to utilize and/or learn computer software programs for position-specific and team administrative functions • Possess attention to detail, the ability to accept direction, and willingness to work and learn from colleagues and supervisor • Ability to use tact and diplomacy and to maintain a high level of confidentiality • Ability to exercise initiative, work independently, and hold high standards of dependability and accountability • Demonstrate effective written and oral communication skills • Strong interpersonal skills • Ability to access basement storage facility • Ability to use standard office equipment including computer, copier, telephones • Minimum of a 2.5 GPA
Desired Qualifications	• Strong computer skills (Mac or Microsoft Office, Word, Excel, PowerPoint, etc.) and internet research skills. • Exemplary organizational, administrative, and time management skills • Desire to work in a flexible, team-focused atmosphere • Knowledge of Chapman University and departments within Student Affairs • Ability to climb a ladder
Special Instructions to Applicants

Budget Information

Is Federal work-study required?	With or Without FWS
Contact Email for Who Entered This Posting
Timecard Approver	Jessica Tran
Timecard Approver Email	jessictran@chapman.edu
Timecard Approver ID	2439722
Timecard Approver PSN	00000652
Fund - Dept - Program - Project	100-6750-67501
Is the position Grant Funded?	No
If position is Grant Funded, List the Funding Source
If Grant Funded Position is paid from multiple accounts, give details here.

Posting Detail Information (HR Only)

Account Code	503000 Non-FWS or 503015 FWS
PSN with FWS	00002064
PSN without FWS	00002063
Grad Student PSN	N/A
PSN Status	Verified
PSN Handled By	MD 5/16/24
Job Code	SD1A - Stud Asst I General - WC 8810
Job Family	Administrative Services
Job Title for PeopleSoft	Student Assistant
Worker's Compensation Code	8810
Open Date	05/16/2024
Close Date	06/17/2024
Applicant Confirmation Message	Thank you for your interest in on-campus student employment opportunities at Chapman University! We appreciate the time you have taken to participate in our recruitment process. Your application was received and will be reviewed by the hiring manager over the next several weeks. Candidates who are most appropriately suited for the position will be contacted. This posting will be removed from the website once the position has been filled by Student Services.
Applicant Negative Message	Thank you for your interest in this position. Based on your responses to the questions on the employment application, you do not meet the minimum qualifications for this position. Please do not let this discourage you from applying for other positions that interest you.
Open Until Filled	No

Special Job Requirements

Review specific training requirements for this role and follow relevant section instructions as needed.

FERPA TRAINING

FERPA training required?	Yes

FERPA training is required for a handful of student worker roles. Please review this description to determine if the job necessitates FERPA training for your student worker(s).

What is FERPA training for and who does it apply to? The Family Educational Rights and Privacy Act of 1974 (FERPA) protects the privacy of students by limiting third party access to student education records. When a student reaches the age of 18 or begins attending a postsecondary institution, regardless of age, FERPA rights transfer from the parent to the student.
Common roles at Chapman that require FERPA training are positions in Accounting, Human Resources, Residence Positions, Jobs that need access to CANVAS, etc.

Follow these steps to ensure your newly hired student workers self-enroll for FERPA Training:

If this position requires FERPA training, please direct students to self-enroll via this link: https://chapmanstudents-ca.vectorlmsedu.com/training to sign-up for and take the required training.

Ensure students have taken the required training within the first week of their assignment by asking them to email you a copy of their Completion Certificate.

If the student has completed FERPA training from a previous job on campus, they are still required to send their Certificate of Completion to you.

Student Worker Email

Student Worker Email Required?	Yes
Student Worker Email Prefix	sestu

<hr style="height: 1px; background: black"> CANVAS Access

Will this Student Worker require Canvas Access for Grading?	No

<hr style="height: 1px; background: black"> Background Check

Does this position require a Background Check?	No

<hr style="height: 1px; background: black"> LiveScan

Does this position require a LiveScan?	No

<hr style="height: 1px; background: black"> Specialized LAB Training

Is Lab Safety Training needed for this position?	No
What PI's Lab will this work be done in?

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

Resume

Optional Documents

Cover Letter

Search Terms: Administrative Assistant, Administrative, Student, Assistant, Skills

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Administrative Assistant Jobs: $15-$57/Hr. Multiple Positions Hiring Immediately

Orange

Hiring Immediately! Multiple Positions Available. $15-$57/Hr.