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
- 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.
Science Communication, Media Monitoring, and Digital
Engagement
- 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).
Internal Communication and Lab Coordination
- 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.
Meetings and Events Support
- 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.
Grant and Fellowship Assistance
- 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.
Required Qualifications
- 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.
Desired Qualifications
- 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.
Special Instructions to Applicants
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
Optional Documents
- Cover Letter
- Letter of Recommendation 1
- 3 References Listed on One Page
