Posting Details
Position Information
Position Title
Executive Assistant
Position Type
Regular
Job Number
SA90624
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Exempt
Anticipated Pay Range
$80,000 - $90,000
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 Executive Assistant performs complex and sensitive assignments
requiring initiative, confidentiality, independent judgment, and
knowledge of University policies and procedures. This position
serves as the primary point of contact and liaison on any matter
directed to the Office of the Dean and CUSP by university and
community constituencies, as well as external professionals and
vendors. Duties include but are not limited to: maintaining the
Dean’s complex calendar; scheduling appointments, meetings,
conference and Zoom calls; supporting the Director of Finance and
Administration with payment processing, search/onboarding
processes, and other administrative functions; providing high level
administrative and logistical support for functions of school
including meetings, minutes, events, announcements, calendaring,
room reservations, and catering arrangements.
Responsibilities
Executive Support to Dean’s Office:
- Perform complex and sensitive assignments requiring initiative,
confidentiality, independent judgement, and knowledge of University
policies and procedures.
Represent the Dean’s office in a professional and welcoming
manner. Interact in a positive, professional manner with donors,
staff, faculty, students and others.
Serve as primary point of contact and liaison on any matter
directed to the Office of the Dean by university and community
constituencies, as well as external professionals and vendors.
Prioritize and manage visit and meeting requests for the Dean,
including students and external stakeholders.
Coordinate the activities of the Office of the Dean with
discretion and professionalism.
Review, prioritize and respond to incoming correspondence and
paperwork with discretion and efficiency.
Administer the Dean’s travel schedule, arrangements and
expenditures.
Manage renewal of licenses and professional memberships of the
Dean.
Ensure administrative processes and office operations run
smoothly in the Dean’s office.
Maintain the Dean’s calendar, including scheduling
appointments, meetings, conferences and Zoom/Teams calls.
Schedule meetings (group and individual), travel and outside
commitments. Manage room reservations in 25Live, Rinker Master
Calendar and coordinate necessary logistics.
Coordinate travel arrangements for CUSP guests: prepare
detailed travel itineraries; submit meeting registrations, and
reimbursement claims.
Executive Support to CUSP :
- Support the Director of Finance and Administration with
purchasing processes, staff search and onboarding processes, and
administrative document processing.
- Provide high level administrative and logistical support for
functions of school including meetings, minutes, events,
announcements, calendaring, room reservations, and catering
arrangements.
- Engage in extensive interaction with CUSP leadership, faculty
and staff; and with vendors, representatives of professional
associations, government agencies, consultants, and other external
contacts.
- Request, prioritize, and prepare agenda items for Dean’s
Council, Department Chair, Faculty, and Team meetings in
consultation with the Dean. Take minutes or notes for meetings as
required.
- Communicate and work closely with CUSP staff regarding requests
from the Dean.
Project Support
- Submit reimbursements and route invoices accordingly. Ensure
accuracy of purchases and maintain proper archives. Ensure
financial transactions are in compliance with campus policies and
procedures.
- Field and review campus/building enhancements, and make
suggestions to the Dean and Director of Finance and
Administration
- Provide assistance in the understanding and interpretation of
university policies and procedures, as appropriate.
- Ensure office operations are in compliance with policy
provisions and standards.
- Participate in various committees, task forces and professional
organizations.
- Coordinate with other departments (HR, IS&T, Facilities,
Aramark, Telecommunications, University Services) for staff
onboarding and departures including securing required equipment,
space, and supplies
- Arrange for the maintenance of office equipment in
collaboration with IS&T as required.
- Track incoming, returned, and surplus laptop and technology
equipment in collaboration with IS&T.
- Provide supplemental PeopleSoft purchasing training to new
staff, and serve as the primary contact for existing faculty and
staff for more complex purchase order issues
Campus Operations (*shared with Crean EA)
- Establish working relationships with key Chapman resource
department heads such as Public Safety, Fire and Life Safety,
Facilities, and University Services. Establish familiarity with
rotating Public Safety officers assigned to Rinker and 9401 front
desk supervisor.
- Manage and distribute external and intercampus mail for all of
Rinker campus faculty and staff.
- Order printer/copier paper for 9401 printers and copiers.
- Order and store supplies for Rinker faculty and staff
breakrooms and Commons
- Maintain and update Rinker building maps to include the
occupants’ current names and school affiliations.
- Serve as primary point of contact for campus projects and
distribute campus wide emails alerting faculty, staff, and
researchers of upcoming, scheduled and emergency disruptions that
can impact logistics and access. Coordinate temporary office space
during such disruptions as needed.
- Meet regularly with the Rinker Facilities Building Engineer to
discuss upcoming issues and projects. Discuss potential
longer-range facilities plans which may have a significant impact
on Pharmacy lab activities and experiments.
- Monitor conditions of 9401 and 9501 for issues that need to be
addressed by Facilities or Aramark.
- Work with IS&T as needed, including room/building access
challenges, classroom support issues, reporting updates to the
Rinker campus.
- Support the Director of Finance and Administration with
purchasing processes, staff search and onboarding processes, and
administrative document processing.
- Provide high level administrative and logistical support for
functions of school including meetings, minutes, events,
announcements, calendaring, room reservations, and catering
arrangements.
- Engage in extensive interaction with CUSP leadership, faculty
and staff; and with vendors, representatives of professional
associations, government agencies, consultants, and other external
contacts.
Required Qualifications
- A minimum of five years demonstrated professional
administrative support experience, preferably in higher
education.
- Proven ability to manage confidential data and respond with
tact and diplomacy.
- Demonstrated ability to exercise sound judgment, discretion,
and maintain the highest level of confidentiality when handling
sensitive information and complex matters.
- Ability to anticipate needs, think strategically, and
proactively plan and execute in a dynamic and evolving
environment.
- Demonstrated curiosity and initiative in gathering information,
seeking diverse perspectives and developing thoughtful, value-added
solutions.
- Strong project management skills with the ability to
independently manage priorities, meet deadlines, and adapt to
changing needs while maintaining a collaborative and flexible
approach.
- Demonstrated ability to work both independently and as part of
a team in a fast paced, service-oriented environment.
- Experience in coordinating logistics for events and maintaining
complete and accurate records and filing systems.
- Excellent telephone etiquette skills.
- Strong communication and interpersonal skills with the ability
to interact with diverse individuals and groups at all
organizational levels, both inside and outside of the
university.
- Writing and editing skills, with the ability to prepare,
proofread and edit clear, concise and grammatically correct
business correspondence and other documents.
- Strong analytical and organizational skills to sort and
prioritize deadlines, and work with supervisors to ensure
timeliness and accuracy.
- Strong commitment to customer service and teamwork.
- Strong computer skills in the use of word processing,
spreadsheet, database, internet and electronic mail software,
preferably Microsoft applications.
- Ability to pay meticulous attention to detail.
- Arithmetic and calculation skills to perform basic financial
functions.
Desired Qualifications
- Bachelor’s Degree
- Ability to use standard office equipment, including copier and
fax.
- Ability to read campus map and floor plans.
- Technical skills to learn for use including but not limited to
PeopleSoft, 25Live, Concur, SharePoint, etc.
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
- Cover Letter
Optional Documents
