Posting Details
Position Information
Position Title
Administrative Assistant (Maoz, U)
Position Type
Limited-Term (Renewable)
Job Number
SA90024
Full or Part Time
part-time 0-19 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$20.00-$22.00
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 Administrative and Communications Assistant provides administrative, communications, and outreach support for the lab’s research and educational activities. The position supports routine office operations; financial, travel, personnel, compliance, grant, meeting, and event processes; and communication with students, faculty, external collaborators, and university offices. The position also translates lab research into accurate and accessible content for general audiences; monitors relevant news and lay-media coverage and shares concise updates with lab members; and maintains the lab’s website, social-media channels, and internal online resources. The position provides support and guidance to student employees and research assistants as assigned.
Responsibilities
Administrative and Office Operations
At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
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
2
Maximum Number of References
3
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
Position Information
Position Title
Administrative Assistant (Maoz, U)
Position Type
Limited-Term (Renewable)
Job Number
SA90024
Full or Part Time
part-time 0-19 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$20.00-$22.00
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 Administrative and Communications Assistant provides administrative, communications, and outreach support for the lab’s research and educational activities. The position supports routine office operations; financial, travel, personnel, compliance, grant, meeting, and event processes; and communication with students, faculty, external collaborators, and university offices. The position also translates lab research into accurate and accessible content for general audiences; monitors relevant news and lay-media coverage and shares concise updates with lab members; and maintains the lab’s website, social-media channels, and internal online resources. The position provides support and guidance to student employees and research assistants as assigned.
Responsibilities
Administrative and Office Operations
- Assist in preparing routine administrative documents and correspondence related to lab activities
- Assist with tracking expenditures and preparing budget summaries as requested by the supervisors.
- Assist with processing expense reports, reimbursements, and cash advances, including documentation in Concur and routing completed forms to appropriate departments.
- Coordinate the administrative submission of proposals in Cayuse, including compiling required institutional documents and routing materials for review and approval.
- Coordinate printing projects and maintain office equipment; assist lab members in the use of office equipment and software.
- Coordinate facilities work orders, maintenance requests, and key-card access.
- Order, organize, and maintain office supplies.
- Prepare routine administrative correspondence.
- Organize and maintain office files and administrative records.
- Collect and organize information for annual reports and other reporting requirements (e.g., project tracking, progress reports).
- Coordinate travel arrangements and related documentation for conferences, workshops, invited speakers, and other lab-related activities, and assist with associated reimbursements.
- Provide day-to-day supervision, task coordination, and administrative guidance for student employees and research assistants as assigned.
- Assist with onboarding, orientation, administrative setup, personnel processes, and separation for lab members, including coordinating workspace, system access, and required documentation, including ERCSs, as needed.
- Maintain administrative records related to lab personnel, projects, and activities in accordance with university policies.
- Assist in maintaining records of required compliance documentation and training for lab personnel.
- Perform other related administrative duties as assigned.
- Maintain a communications and editorial calendar aligned with the lab’s research, educational, and public-engagement priorities.
- Proactively gather updates from lab members and identify research findings, publications, awards, events, and other developments suitable for public communication.
- Collaborate with lab members to translate scientific and technical content accurately into accessible writing for general audiences.
- Draft and edit public-facing materials related to lab research, including website content, news items, blog posts, social-media content, press materials, op-eds, and other science-communication pieces, subject to appropriate scientific and institutional review.
- Monitor news, science-media, and other public-facing sources for coverage relevant to the lab’s work; evaluate the relevance and credibility of the coverage; prepare concise summaries or periodic digests for lab members; and provide timely alerts when warranted.
- Maintain and update the lab’s public-facing website.
- Develop and manage content for the lab’s approved social-media platforms, including preparing, scheduling, and publishing posts and handling routine engagement in accordance with approved guidance.
- Review basic website and social-media engagement metrics and periodically recommend adjustments to content and posting practices.
- Coordinate as needed with Chapman communications personnel concerning branding, publicity, media inquiries, approvals, accessibility, privacy, and copyright requirements.
- Update the lab’s online resources, including internal documentation systems (e.g., wiki).
- Communicate with students, faculty, collaborators, event participants, and members of the Chapman University community using email and other approved communication platforms.
- Coordinate routine communications with administrative staff across the department, college, and university and with external collaborators.
- Serve as a point-of-contact for routine administrative inquiries related to lab activities.
- Maintain current contact lists, email distribution lists, and other routine communication records.
- Assist in planning and organizing meetings, seminars, workshops, conferences, and other programming events.
- Coordinate logistics for events, including reserving locations, arranging catering, preparing materials, and communicating with other organizers and with participants.
- Prepare and distribute meeting notices, agendas, and supporting materials.
- Track attendance and confirmations and maintain databases of event participants.
- Maintain a calendar of important dates, including grant deadlines and scheduled meetings, and notify the supervisor of upcoming responsibilities.
- Schedule, coordinate, and help run meetings, conferences, webinars, video conferences, and teleconferences.
- Assist with maintaining a database of funding opportunities relevant to the lab’s research activities.
- Communicate funding requirements and deadlines to lab staff and students.
- Create and maintain templates for funding applications based on funder guidelines.
- Assist lab members in organizing application components and preparing nontechnical and administrative materials for proposal submissions, progress reports, and related documentation.
- High school Diploma or equivalent
- 1-2 years of experience providing administrative support in a professional office or academic environment.
- Proven ability to perform administrative duties in an organized and timely manner while managing multiple priorities.
- Ability to work effectively in environments with interruptions, competing deadlines, and fluctuating workloads.
- Strong organizational and coordination skills, including the ability to manage calendars, meetings, and events.
- Strong written communication skills, including the ability to prepare clear, concise, and grammatically correct correspondence and reports.
- Strong oral communication and interpersonal skills, including the ability to convey information accurately and interact professionally with students, faculty, collaborators, and members of the university community.
- Ability to organize, maintain, and retrieve administrative records and documentation with attention to detail and accuracy.
- Basic financial and arithmetic skills sufficient to assist with expense tracking, reimbursements, and preparation of financial documentation.
- Computer skills to use standard office software, including word processing, spreadsheets, presentation software, internet applications, and electronic communication tools (e.g., Microsoft Office or equivalent).
- Ability to learn and use enterprise software systems required for the position (e.g., financial and personnel systems, proposal submission systems, or other institutional platforms).
- Ability to coordinate logistics for meetings, seminars, and events, including scheduling, materials preparation, and communication with participants.
- Ability to maintain discretion and confidentiality when handling sensitive information.
- Demonstrated problem-solving skills and the ability to identify administrative issues and communicate appropriate solutions.
- Ability to work independently and collaboratively as part of a team.
- Experience using standard office equipment and administrative tools.
- Demonstrated professional writing and editing experience, including the ability to translate scientific material into clear, accurate, and engaging content for scientists and non-specialists.
- Experience managing or contributing to organizational websites and social media accounts in a professional capacity.
- Ability to work collaboratively with researchers, verify scientific accuracy, incorporate feedback, and translate technical expertise into accessible content for general audiences.
- Ability to locate, evaluate, synthesize, and concisely summarize relevant information from credible news, science-media, and other public-facing sources.
- Sound editorial judgment and discretion when preparing public-facing content or responding to routine online inquiries.
- Ability to provide clear instructions, coordinate assigned work, and offer constructive guidance to student employees and research assistants.
- Bachelor’s degree or an equivalent combination of education and relevant administrative, communications, or science-communication experience.
- Familiarity with content-management systems, social-media publishing or scheduling tools, digital accessibility practices, organizational brand standards, copyright, and privacy requirements.
- Familiarity with psychology, neuroscience, artificial intelligence, research methods, or another field relevant to the lab’s work.
At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.
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
2
Maximum Number of References
3
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
- Resume
- Cover Letter
- Letter of Recommendation 1
- 3 References Listed on One Page
