"Administrative Assistant"

Posting Details

Position Information

Position Title
Administrative Assistant

Position Type
Regular

Job Number
SA69124

Full or Part Time
full-time 40 hours weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$22.00-$25.00

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 Assistant performs a broad range of administrative duties for the day-to-day operations of the Disability Services (DS) department and the Director. Office duties will include scheduling the Director’s and Specialists calendars, reception duties, receiving moderate volume of calls, emails and walk-ins with questions about services and procedures of the office. There will be a heavy use of an office management software to input data into student records, as well as internet work. Provide excellent and sensitive customer service for students, parents, faculty and staff about disability related services.

Responsibilities

Administrative and Clerical Support

• Serve as the first point of contact for Disability Services, greeting students, faculty, and visitors professionally.
• Answer calls and emails, provide accurate information, and route inquiries appropriately.
• Schedule and confirm appointments.
• Receive, provide, and maintain confidential student and office information.
• Prepare departmental correspondence, forms, and routine communications.
• Maintain an organized and welcoming office environment to support daily operations.

Office and Financial Support

• Monitor and maintain office supplies, printed materials, and resources.
• Prepare departmental requisitions, purchase orders, and travel vouchers.
• Coordinate with the Business Office for timely payments and reimbursements.

Webpage Support

• Update and maintain the Disability Services webpage to ensure accurate content.
• Input, track, and maintain student and departmental data in the client database.
• Generate reports or data summaries as requested

Perform other duties as assigned.

Required Qualifications

• High school diploma or equivalent.
• Two years of administrative or clerical experience in a professional office.
• Writing and word processing skills to prepare clear, concise, and grammatically correct business correspondence.
• Must be able to prioritize work tasks and duties with varying levels of interruptions, distractions and fluctuating workloads.
• Ability to use standard office equipment including a multiple line telephone, voicemail system, audio/video equipment, computer, fax and copier.
• Technical skills to learn an enterprise software system needed for the position (Canvas, Cascade, PeopleSoft, etc.), as well as Microsoft Office suite of products as needed.
• Demonstrated tact and diplomacy skills and the ability to maintain confidentiality under FERPA guidelines.
• Evaluate and respond with tact and sensitivity to a diverse client population.

Desired Qualifications

• Bachelor’s degree, or equivalent combination in education and experience.
• Experience working in a college or disability services environment.
• Experience handling sensitive or confidential records related to disability documentation.
• Experience maintaining webpages or using content management systems.
• Ability to utilize database programs, calculate mathematically, prepare financial requests, compile data and respond to requests for statistical information.

Special Instructions to Applicants

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. 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.

Applicant Documents

Required Documents

1. Resume
2. Cover Letter

Optional Documents