Administrative Coordinator

other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary
The College of Performing Arts (CoPA) Administrative Coordinator provides administrative support to the dean, dean’s office staff, and departments (students, faculty, and staff) within CoPA. The fundamental responsibilities of this role include managing all administrative and operational needs of the Office of the Dean. The position is generally the first point of contact for inquiries of the Office of the Dean, including greeting and assisting all guests, answering the phones, overseeing the CoPA email account, and handling the Dean’s calendar and the office conference room scheduling. This position may oversee student employees within the Dean’s Office and reports to the Associate Director of Operations to ensure that all aspects of the office are met.

Provides outstanding customer service to all constituents and is the liaison between the CoPA Dean’s Office and many central departments on campus. This position handles a full range of administrative and financial support responsibilities. It will often serve as the point of contact and trainer for other Administrative Assistants within CoPA, ensuring that University and departmental policies are followed and that all administrative tasks are well managed and appropriately organized. In addition to the administrative and financial tasks, the Assistant to the Dean/Administrative Coordinator will assist with organizing CoPA events (including Fall Orientation, All College Meetings, and Commencement), support artistic and production needs, and provide event support to CoPA departments as needed.

Responsibilities

For Dean:

• First point of contact to the Dean’s Suite (faculty, students, guests, donors, prospective students, all parents, etc.) in-person, phone, and global CoPA email address.
• Maintains Dean’s busy calendar and conference room schedule.
• Assists the Dean with PowerPoints, reports, and data collection.
• Coordinates travel arrangements and expense reconciliation reports for the Dean.
• Oversees the tracking, processing, and reconciliation of faculty-approved travel through the Dean’s Faculty travel budget.
• Maintains the office needs (supplies/equipment) for the Dean’s Suite.
• Maintains contact information for faculty and staff.
• Oversees student employee(s) for Dean’s Office.
• Maintains the Dean’s sensitive files and reminds the Dean of important information.
• Draft and send memos/correspondence for the Dean as needed.
• Coordinates all service requests/needs for the Dean’s Suite with appropriate entities (facilities, IS&T, Aramark, Sodexo, etc.

For Office:

• Develops (with the Associate Director of Operations) and maintains the Copa file repository as needed and keeps files consistent, up to date, appropriately named, and accurately archived
• Handles all contracts and financial processes for the Dean’s Office (dean and dean’s office staff).
• Assists the Associate Director of Operations with all financial needs, including but not limited to reporting, processing payments, assisting with financial data, working with the Dean to allocate Faculty Travel and Development funding form and approval processes, using Concur to process pcards, reimbursements, cash advances, as needed for various entities (Dean, faculty, staff)
• Assists the Associate Director of Operations with maintaining consistent administrative policies, including but not limited to: Policies, financial, academic, production, calendaring, etc.
• Collects and processes monthly extra pay forms for faculty.
• Receives and files all PTL contracts.
• Assists departments with coordinating yearly academic course catalog changes and ensures all changes are reviewed and approved by Dean.
• Coordinate and lead yearly Commencement with Event Staff, Dean, and Dean’s Office staff. (must work on the weekend day of the Commencement).
• Works with the Associate Director of Operations to provide training and support to the admin and chairs as needed on all administrative needs and ensures that all organizational needs are met within University and departmental policy.
• Handles events needed for the Dean’s Office with the approval of the Dean.
• Manages processing paperwork for gifts provided to the Dean or other Dean’s staff members or faculty.
• Will need to be trained and ready to support course scheduling and PTL processing of contracts as needed by departments, and/or the Dean’s Office.
• Act as liaison between the Dean/Dean’s Office and University Advancement in regards to donor relations and reporting.
• Maintain a high level of confidentiality.
• Support departments in dire need or when extra assistance is necessary.

Required Qualifications

• 3 years+ of experience related to the duties and responsibilities specified.
• Demonstrated customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the university community.
• Strong written communication skills to prepare clear and concise directions.
• Strong problem-solving and analytical skills, including formulating and communicating logical conclusions and recommendations.
• Strong oral communication skills to convey accurate information tactfully and diplomatically.
• Ability to use standard office equipment and proficiency in Microsoft Office.
• Technical skills to learn and use enterprise and software systems related to this position.
• Analytical skills to identify system issues or errors and assist with troubleshooting.
• Demonstrated ability to explain system procedures and provide training.
• Ability to learn and interpret university and department policies and procedures.
• Ability to work effectively as a member of a team, exercise initiative, and work independently.

Desired Qualifications

• Bachelor’s Degree
• Knowledge of Chapman University policies and procedures
• Experience in performing arts.
• Experience using PeopleSoft software.
• Ability to learn quickly and use multiple technical programs and provide training to others as needed.
• Ability to perform accurate and efficient data entry into various types of software.
• Ability to work well in a fast-paced, priority-changing environment
• Ability to always maintain a calm and professional manner.

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
3

Maximum Number of References
5