Job Description Summary |
The Schmid College of Science and Technology is looking for an enthusiastic Administrative Coordinator to provide academic administrative support to the Grand Challenges Initiative along with support for Schmid College. This position will work closely with program directors and campus constituents to ensure smooth coordination of communications, course scheduling, events, and task management. Coordinate faculty recruitment and hiring processes. Monitor budgets, process purchase requests, and assist with faculty/student travel. Provide excellent customer service and serve as point of contact for students, faculty, and visitors. Assist with program events, program activities and reports. Assist faculty with student hiring processes and training. Coordinate event and meeting logistics including AV, catering, invitations, travel arrangements, and serve as backup as needed. Support events hosted by Schmid college. Assist the Schmid Leadership Cabinet with special requests and projects. Generate and obtain data as requested. Other duties as assigned. Opportunity for a hybrid work schedule. |
Responsibilities |
Administrative support
- Serve as the main point of contact for the program internally across the college and campus, and externally
- Responsible for scheduling courses, creating courses in Campu Solutions, Curriculog changes
- Collect syllabi, textbook info
- Work with VPGE on FFC allocations
- Manage low enrolled courses with program leadership
- Revise and proof GCI content in catalog
- Work with Digital Marketing team to create/update collateral
- Maintain GCI webpages: update alumni info, upload bios, headshots for new faculty, update recruitment info
- Communicate regularly with program leadership to address program needs
- Support program faculty with purchasing and expense reports as needed
- Support leadership on program budgets and reports
- Manage the post doc and faculty hiring along with student postings.
- Lead onboarding of new post docs
- Support student registration including permission numbers, GCI advising, creating, and updating Qualtrics surveys for team registration
- Schedule GCI meetings, coordinate meeting logistics
- Order supplies as needed.
- Maintain program databases of projects, VIPs, post doc alumni, student growth
- Hire, train and supervise student workers
Event support and coordination for GCI
- Plan and coordinate any orientations, showcases, award ceremonies, speaker series, and any events coordinated by GCI
- Process ICAs and Speaker Agreements, payments to speakers ·
- Manage event logistics for about 10 events/workshops per year which includes catering, Zoom, tech assistance, scheduling, room bookings
- Manage scheduling and coordinating visitors’ access and needs on campus such as parking permits, maps
- Create registration/sign in processes for students to track event attendance
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GCI Showcase: manage space and logistics, including VIP guests
- Manage awards process, certificates, payments, and poster printing
Schmid College event support
- Support Schmid College during college-wide events such as Homecoming, Preview Day, Parent’s Summit, Orientation, and Commencement
- Assist with event preparation as needed for Schmid College
- Participate in weekly staff meetings
- Perform other duties as assigned
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Required Qualifications |
- Bachelor’s degree or equivalent combination of education and experience
- Minimum two years’ working experience of administrative support.
- Strong communication and interpersonal skills to convey accurate information in a professional manner, with the ability to interact with diverse individuals and groups at all organizational levels.
- Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
- Strong commitment to service.
- Ability to use tact and diplomacy and maintain a high confidentiality level.
- Ability to use standard office equipment including phone system, copier, and calculator.
- Strong technical skills to learn and use enterprise systems needed for the position (Canvas, PeopleSoft, 25Live, PeopleAdmin, Concur, etc.) as well as Microsoft Office suite.
- Basic accounting skills to prepare financial forms and reconcile expenses. Ability to monitor budget and expenses.
- Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
- Ability to make travel and lodging arrangements.
- Working knowledge of university policies and procedures that pertain to the duties of the position.
- Ability to prioritize work duties when faced with interruptions, distractions, and fluctuating workload.
- Ability to exercise good judgment and accomplish tasks in a timely manner.
- Demonstrated organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
- Ability to schedule and coordinate logistics for meetings and events, including coordinating catering, room reservations, and set-up.
- Analytical and problem solving ability
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Desired Qualifications |
- Working knowledge of university policies and procedures that pertain to the duties of the position.
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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 |
3 |
Maximum Number of References |
3 |