"Administrative Coordinator to the Associate/Assistant Deans"

Job Details

Posting Details

Position Information

Position Title

Administrative Coordinator to the Associate/Assistant Deans

Position Type

Regular

Job Number

SA66224

Full or Part Time

full-time 40 hours weekly

Fair Labor Standard Act Classification

Non-Exempt

Anticipated Pay Range

$26.30 - $28.00

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 Coordinator to the Associate/Assistant Deans of Attallah College provides a broad range of administrative services to support and manage the daily operations of the academic programs and external outreach efforts of the Attallah College of Educational Studies. Under general supervision, this position facilitates all aspects of college-wide academic administration including, but not limited to, curriculum administration, academic catalog content production, syllabi creation and retention, and new degree and revision of existing degree programs. Serves as the central resource on all academic processes pertaining to administration of the college’s academic programs. Provides support to faculty who are Principal Investigators on internally funded gifts and grants with their budget oversight, purchase orders, and other financial reconciliation and tracking. Supports the external affairs of the college for non-fieldwork programs with community partners and agencies. Works through supervisor to maintain communications with program coordinators and directors as well as external stakeholders. Other duties as assigned by supervisor.

Responsibilities

• Academic Affairs Support for Associate Dean
  • Serve as staff lead for Curriculum Committee work including scheduling meetings, taking minutes, retaining documentation; syllabus approvals, revisions, retention, and submission to accreditation staff; ensure timely submission of the college’s new degree proposals, degree revisions, and degree closures to the relevant Vice Provosts’ offices using Curriculog system.
  • Enters and reviews syllabi into the Chapman Syllabus platform.
  • Coordinate and supervise across all college programs their undergraduate and graduate catalog timely content creation, submission, editing, and proofing annually using Acalog system.
  • Serve as college staff liaison to the Vice Provosts for Undergraduate and Graduate Education (for curriculum issues) and Assistant Provost (catalog) as well as Graduate Academic Council or Undergraduate Academic Council (for academic petitions).
  • Serve as college staff rep for university-wide graduate student scholarly and creative activity grant awards process, routing student applications to appropriate faculty and assuring timely review submission.
  • Coordinate various communications to faculty and Chapman community through multiple outlets including Canvas, web, email, print and verbal. Includes reminders to faculty of on time grade submission, midterm progress reports, semester syllabi submission, and other time-sensitive deadlines.
• Faculty Grants/Gifts Coordination
  • Prepare purchase orders/receive items in PeopleSoft and processes expense reimbursements on behalf of the Principal Investigator for internal grant/gift spending; ensure compliance with university policy.
  • Runs grant budget reports in PeopleSoft and reviews spending for accuracy; maintains spending tracking sheets, utilizes the Office of Research Dashboard and maintains a list of grant budgets with class codes, grant end dates, etc.
  • Prepares paperwork for faculty course buy-outs and extra pay forms regarding external grants.
  • Attends regular meetings hosted by the Office of Research.
  • Assists with providing data for annual Higher Education Research and Development (HERD) survey.
  • In support of the Assistant Dean of Research, coordinates Attallah College research lunches 2-3 times per semester, schedules Zoom meetings for the Faculty Writing Community, maintains and adds examples of successful grant proposals to SharePoint storage and assists with web pages containing research resources.
• External Affairs
  • Schedules and attends meetings of external stakeholder groups such as Superintendents and Presidents Advisory Council, College-Community research groups, and other community collaborations, taking and distributing minutes as necessary and directed.
  • Communicates under the direction of the Associate Dean to stakeholders.
  • Keeps repository of all college Memoranda of Understanding, risk management forms, and external agreements, updating them as needed with Risk Management and Legal Affairs.
  • Provides staff support to groups affiliated with Attallah College who need assistance with university access and scheduling.
  • Coordinates events related to external stakeholders as directed by the Associate Dean/Dean.
• Other duties as assigned. May include acting as backup for guest assistance in the front office, assisting with college meetings and events, cross-training with other staff positions in the college.

Required Qualifications

• Bachelor’s degree and experience related to the duties and responsibilities specified. Or an equivalent combination of education and experience.
• A minimum of two years related experience in providing administrative support.
• Strong verbal communication skills with proven ability to share procedural information in a clear, accurate and concise manner; experience with public speaking and presentations. Professional telephone and email etiquette.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Strong technical skills to learn and use enterprise systems of the University including but not limited to PeopleSoft, Canvas, Slate, Curriculog, Acalog, Zoom, Microsoft Teams, Panther Analytics, 25-Live, Cascade. Will train.
• Arithmetic and calculation skills to prepare financial forms. Accounting skills with ability to monitor budgets and expenses.
• Ability to work effectively as part of a team and collegially with staff, faculty, students and administration.
• Ability to use word processing, internet and electronic mail software, including Microsoft Office Suite and Google Suite.
• Ability to make travel and lodging arrangements. Will train.
• Working knowledge of university policies and procedures that pertain to the duties of the position. Will train.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Ability to exercise good judgment and accomplish tasks in a timely manner.
• Demonstrated organizational skills with the ability to prioritize multiple projects and maintain composure and good attitude when multi-tasking.
• Ability to schedule and coordinate logistics for meetings and events including coordinating catering, room reservations and set-up. Will train.
• Strong commitment to customer service and team success.
• Excellent interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.
• Ability to maintain a high level of confidentiality.
• Working knowledge of higher education environment, policies and procedures.

Desired Qualifications

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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.

Minimum Number of References

3

Maximum Number of References

3