Administrative Coordinator

Staff

SA3722122

Full Time

Regular

08/03/2022

This position will provide Administrative Coordinator Support to the Vice Provost of Graduate Education and the back-office operations.

Duties include

• Coordination of the academic probation and dismissal process;
• Tracking of graduate student admission offers with GShip positions;
• Updating and data reporting from Graduate Student Academic Achievement Database;
• Coordination of the Graduate Assistantship (GShip) hiring process;
• Conducting GShip enrollment audits;
• Updating thesis and dissertation announcements and Graduate Student Research Management Module in People Soft;
• Coordinate the student scholarly, creative, and travel grant process in Submittable.com;
• Support graduate student events;
• Process and update video files as needed;
• Update office website as needed. Performs other duties as assigned.

Academic Support

• Review term GPAs and draft academic probation and dismissal letters; maintain files & confidential material related to review hearings/meetings.
• Maintain Thesis and Dissertation and Defense List and publicize defenses; post on VPGE website.
• Review program/student forms and update the Graduate Research Management Module.
• Process Volunteer External Thesis Committee Member Forms.
• Process Student Creative, Scholarly, and Travel Grant Reimbursements via Submittable.com
• Update Submittable.com platform, provide user support, and process Student Scholarly, Creative, and Travel grant reimbursements.

• Update and track program/student April 15 Admission Non-Tuition Fellowship Letters.

• Coordinate GShip Hiring Process with each program and The Office of Human Resources.
• Conduct enrollment audits: Review Registrar’s enrollment report and email student reminder to enroll.

• Retrieve student data from Achievement Data Base and compile Excellence Dinner Program ‘Black Book’ and annual reports.
• Coordinate Graduate Student Research Showcase; process submissions and support judging processes; edit videos submitted by students.
• Coordinate 3MT Competition; process submissions and support judging processes; edit videos of presentations.
• Host Writing Oasis Workshops with Graduate Writing Assistant.
• Update Orientation Videos as needed.

• Bachelor’s degree or equivalent combination of education and experience.
• Minimum two years’ working experience providing administrative support in a professional office.
• Outstanding written communication skills in English including grammar, mechanics, punctuation, and style.
• Ability to formulate and communicate logical and sound conclusions and recommendations.
• Ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload and complete them in a timely manner.
• Strong problem-solving and analytical skills to understand graduate and professional education concepts and processes.
• Skill to prepare and complete basic financial forms and reconcile expenses.
• Strong computer skills in the use of Microsoft Office (Word, PowerPoint, Excel, Outlook), Adobe Acrobat, Google Suite.
• Ability to use standard office equipment including copier, fax, and calculator.
• Ability to schedule and coordinate logistics for meetings, workshops, and events, including coordinating catering, travel, special equipment.
• Strong organizational skills to maintain calendars and schedule appointments and meetings.
• Telephone skills to prioritize and direct calls, and take accurate messages in a professional manner.
• Strong interpersonal skills with a diverse group of individuals at all organizational levels, both inside and outside the University.
• Ability to use tact and diplomacy and to maintain a high level of confidentiality.
• Writing skills to prepare clear and concise, grammatically correct business correspondence and reports.
• Strong typing, editing, and proofreading skills.
• Ability to establish and maintain accurate office files.
• Ability to learn survey data coding and perform data entry into Excel and Google Sheets/Forms.
• Working knowledge of University policies and procedures that pertain to the duties of this position.
• Working knowledge of University systems such as 25Live and PeopleSoft.
• Technical skills to learn and use enterprise systems and software platforms, including Adobe.
• Premiere Pro video editing software, Canvas LMS, Cascade web author software, Canva graphic design platform, and Submittable.com, needed for the position(training provided).

Working knowledge of University policies and procedures that pertain to the duties of this position.

*As part of the recruitment process, candidates that are selected for an onsite interview may be asked to perform an administrative exercise.

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.