Administrative Coordinator

Posting Details
Position Information
Position Title
Administrative Coordinator
Position Type
Regular
Job Number
SA8662122
Full or Part Time
Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$23.00 - $27.00
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
The rapidly growing Dale E. and Sarah Ann Fowler School of Engineering (FSE) seeks highly motivated colleagues to help build Chapman University's newest school. Opened in the fall of 2019, FSE offers undergraduate degree programs in Computer Science, Computer Engineering, Data Science, Software Engineering, and Electrical Engineering, along with a new graduate degree program, a MS in Electrical Engineering and Computer Science. The School also offers several interdisciplinary minors and themed inquiry programs, allowing students from across other Chapman programs to explore engineering. FSE is housed in the new Swenson Family Hall of Engineering, a cutting-edge facility that supports student learning, campus-wide project activities, and faculty-led research.
Fowler Engineering is looking for a collaborative and goal-oriented administrative professional with excellent organizational skills to join the team and fill the role of Administrative Coordinator.
The Administrative Coordinator provides a broad range of high-level administrative support. The coordinator works closely with the FSE staff team, program director, leadership, faculty, and campus constituents to ensure smooth coordination of communications, scheduling, and task management. Prepares, inputs, and maintains class schedules and catalog copy. Provides room scheduling support and oversees reservations of FSE's shared spaces. Generates and tracks part-time faculty, graduate assistantship, and faculty overload contracts. Focusing on superior standards of service proactively serves as the primary administrative support for FSE's student clubs and organizations. Coordinates and supports the faculty recruitment process, student-centered events, meeting logistics, visitor travel, and other FSE and University events and activities. Serves on school and university committees as requested. Perform other essential duties and tasks specific to the position and other duties as assigned.
Responsibilities
Administrative and Operational Support

• Ensuring excellent customer service and efficiency, provide administrative and operational support to the Fowler School of Engineering (FSE) faculty, students, staff, campus partners, and constituents.
• Serve as a liaison to University offices and constituents to facilitate communications and information exchange. Proactively manage correspondence, calendars, and scheduling requests.
• Keep FSE Leadership, faculty and staff apprised of upcoming deadlines and requests. Initiate and/or remind of follow-up actions as needed.
• Coordinate and support the school's faculty recruitment process including job posts, organize application materials, schedule candidate interviews, draft agendas, coordinate travel, track expenditures, monitor budgets, and submit final search documentation.
• Work closely with the Program Directors on curriculum management. Provide enterprise systems support to schedule and maintain classes, monitor, and resolve course enrollments and waitlists, room accommodation requests, and complete forms and paperwork pertaining to curriculum management.
• Proactively communicate course changes, cancellations, and updates to program directors, students, and key campus partners.
• Prepare and track hiring paperwork and processes for graduate-level research students and teaching assistants. Working closely with the Offices of Graduate Education and Faculty Advancement, complete necessary paperwork and generate contracts in a timely manner to ensure a smooth hiring process.
• Serve as a resource and provide administrative support for FSE's student clubs, organizations, and societies. Coordinate event and funding support requests, track data, and notify review committee decisions.
• Liaise with the Student Government Association, Student Affairs, and Residence Life to ensure FSE policies and procedures align. Stay up to date on trends and best practices in student affairs and engagement and incorporate them into programming and initiatives as appropriate.
• Allocate and prepare expense reimbursements and serve as backup on all purchasing activities.
• Work in a collaborative, flexible, and team-focused manner to plan, organize, and execute events that increase student engagement and the school's visibility. Coordinate meeting and event logistics including draft invitations, track RSVPs, and prepare supporting materials. Oversee logistics and delivery of AV equipment, catering, room arrangements, announcements, travel, etc. Assist with the execution of institutional events as needed to represent FSE.
• Attend and contribute to staff meetings and ensure continuous communication of relevant details between the programs, team, and leadership.
• Assist with hiring staff and student employees to enhance the growth of FSE. This includes participating in interviews, communicating feedback with the hiring committees, and assisting with the onboarding and training processes. Oversee and assign work to student employees.
• Serve on school and university committees as requested. Perform other essential duties and tasks specific to the position and other duties as assigned.

Required Qualifications

• Bachelor's Degree or equivalent in education and experience.
• Minimum one year experience in providing administrative support in a professional office.
• Strong communication and interpersonal skills to convey accurate information professionally, with the ability to interact with diverse individuals and groups at all organizational levels.
• Writing skills to prepare clear, concise, and grammatically correct business correspondence. Strong editing and proofreading skills.
• Ability to work some evening and weekend hours to attend university-related events and support job-related functions as required. Local travel may be required.
• Highly flexible, adaptable with the ability to thrive in a fast-paced, entrepreneurial environment.
• An advanced understanding of Microsoft Office programs and strong technical skills to learn and use enterprise systems needed for the position (PeopleSoft, 25Live, PeopleAdmin, Canvas, Concur, etc.).
• Basic accounting skills to prepare financial forms and reconcile expenses. Ability to monitor budget and expenses.
• Collaborative team player with a positive attitude. Strong commitment to working creatively and collaboratively in a customer-service-first environment.
• Highly organized, resourceful, and creative with the ability to plan and manage multiple priorities and deliver assignments on time.
• Ability to plan, coordinate and execute logistics for meetings, events, and travel.
• Ability to use tact and diplomacy and maintain a high confidentiality level.
• Ability to problem-solve and make decisions that are consistent with, and in support of, school goals and objectives and in accordance with University policy.

Desired Qualifications

• Working knowledge of university policies and procedures that pertain to the duties of the position.

Special Instructions to Applicants
Hybrid remote work opportunity is available during non-peak seasons of the academic year and after successfully completing six months to one year of employment. Must work some evening and weekend hours to attend events and programs for job-related functions. This position reports to the Manager of Student Success and is part of a team of faculty and staff who are committed to the student experience. May supervise student employees. Application review will begin immediately and may close at any time without prior notice.
Chapman University is committed to providing a comprehensive employee benefits program that helps our employees stay healthy, feel secure and maintain a work-life balance. More information on Chapman's benefits program may be found on the Office of Human Resources website.
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 for the final candidate is contingent upon satisfactory completion of and outcomes of a criminal background screening, and upon the acceptance of 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