Job Description Summary | The Assistant Director of Operations for the Argyros College of Business and Economics (ACBE) is responsible for a breadth of event management, operational, and financial activities that will support the future success of the ACBE. The Assistant Director supports the Director of Administration and Operations with all ACBE financial and operational activities while leading event planning and execution. |
Responsibilities | Event Planning and Execution - Assist with the planning and implementation of all ACBE special events (Board of Counselors, Argyros Alumni Association, Commencement, Awards Banquet, Leadership Crisis Challenge, Shadow Open Market Committee Conference, Finance Conference, Distinguished Speaker Series, etc.) including vendor selection, contracts, catering, and on-site management.
- Assist with the planning and implementation of ACBE co-sponsored events with outside entities.
- Manage event logistics including room reservations, special gifts, marketing, tickets, and parking. Coordinate the teardown and cleanup of the venue. Gather feedback from clients, attendees, and vendors to evaluate the event’s success.
- Track and control expenses to ensure the event stays within budget. Finalize payments with vendors and reconcile the event budget.
- Provide a detailed report including successes, challenges, and areas for improvement.
- Identify potential risks and create contingency plans.
- Assist with the faculty seminar series as needed.
General Operations - Provide assistance with facilities issues and requests, including building maintenance and other issues.
- Assist the Director of Administration and Operations with IS&T (keycards, laptop, peripherals, software, etc.) and office management (painting, furniture, etc.) requests for ACBE faculty and staff.
- Oversee student workers, authorize positions, hire and train students, approve timesheets, and reconcile budget
- Support faculty and staff hiring as needed
- Serve as a resource for faculty and staff related to administrative processes, policies, and procedures
- Collect and manage data to prepare reports for AACSB accreditation and ranking surveys
Financial Operations Support - Knowledge of PeopleSoft Financials including financial reports, budgets, and purchase requisitions.
- Compile financial estimates and quotes for facility operations and purchases.
- Assist with travel course budgets and financials.
- Ensure financial operations comply with policies and regulatory requirements.
|
Required Qualifications | - Bachelor’s degree or equivalent combination in education and experience.
- At least 3 years of experience planning, managing, and executing events.
- At least 3 years of experience in providing medium to high-level operational and financial support to management.
- Strong oral communication and interpersonal skills with the ability to interact and work with diverse.
- individuals and groups at all organizational levels, both within and outside the University.
- Proven ability to comprehend a process and take a given task from beginning to completion.
- Strong written communication skills with the ability to prepare concise and grammatically correct business correspondence and other documents.
- Proven ability to prioritize and complete tasks efficiently and accurately in a busy work environment with many interruptions.
- Strong analytical skills to assess situations, obtain appropriate information and make sound judgment and independent decisions appropriate for the position level.
- Supervisory skills to oversee, train and mentor student workers.
- Demonstrated attention to detail.
- Demonstrated tact and diplomacy and ability to maintain confidentiality.
- Ability to work with individual area supervisors in a productive manner to ensure that paperwork is submitted in a timely manner to allow adequate processing time.
- Technical ability to learn and use job–related enterprise software.
- Proven ability to learn, explain and apply policies and procedures.
- Strong organizational skills
- Microsoft Office Suite applications knowledge, including Word, Excel, Powerpoint, and Adobe
- Ability to interpret and apply guidelines and procedures
- Ability to demonstrate initiative without constant supervision
- Ability to carry out duties in a timely manner and to prioritize duties when faced with interruptions, distractions, and fluctuating workload
- Strong commitment to customer service
- Strong commitment to teamwork
|
Desired Qualifications | - Event planning and operations experience in a higher education setting
- Experience using Concur, PeopleSoft, PeopleAdmin, Cascade, and 25Live software programs
- Knowledge of Argyros College programs, services, and processes
|
Special Instructions to Applicants | Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants 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.
The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu/diversity.
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 |
Minimum Number of References | |
Maximum Number of References | |