Faculty Assistant

Staff

SA5132122

Part Time

Regular

11/28/2022

Provides administrative and secretarial support for the Doctor of Physical Therapy (DPT) program. Administers day-to-day needs of the DPT faculty and the Rinker Health Science campus. Assists faculty with room requests, lab assistant hiring processes, textbooks; order desk copies; collect and upload syllabi; and submit copy, building maintenance, and work order requests.

Provides general and specific support to faculty, staff, and students for ExamSoft. Tracks shipping and receiving of lab equipment and supplies. Schedules, coordinates, organizes, and supports special events and meetings hosted by the department. Disseminates student grade data to faculty for analysis and review. Coordinates testing accommodations for students receiving services through the Office of Accessibility. Assists with coordination of department events. Other duties as assigned.

Administrative Support to Faculty and Student

• Serves as point of contact for faculty; answers phones and emails, responds to requests for information and assistance, and refers individual to appropriate university offices as needed.
• Processes faculty requests for copies, meeting rooms, keycard access, and research posters.
• Order desk copies, collects and uploads syllabi, and inputs textbooks.
• Tracks shipping and receiving of lab equipment for DPT program and communicates with equipment vendors.
• Facilitates faculty office moves and the on-boarding of new faculty members including contacting facilities, custodial, and IS & T to order a computer and request other supplies and to set up the faculty members’ offices, and orient new faculty to college and university.
• Assists with lab organization and inventory; schedules lab equipment repairs; maintains copiers and fax machine and supplies; houses information on lab equipment.
• Disseminates of midterm grade reports to faculty committees, students, and relevant administrators.
• Coordinates training for ExamSoft software to faculty, staff and students; and is the Department liaison.
• Coordinates and organizes student testing accommodations. Communicates and liaises between instructors and students on accommodations. Schedules and books rooms for testing accommodations for students.
• Conducts lab assistant hiring working with HR and IS&T and coordinates key card access, timecard training, and emergency contact information.

• Coordinates, organizes, implements, and debriefs student events, including White Coat and graduation awards ceremonies, and Research Day.
• Assists the Clinical Education Assistant with IPE and ICE events such as Stroke Boot Camp and Community Exercise Program which are continuous programs that run every trimester for DPT cohorts onsite.
• Supports other program events with room scheduling and set-up, RSVPs, attendance check-in, parking arrangements, health and safety protocols, food service, and clean up.

• Receives and distributes mail and packages.
• Places work orders for maintenance of office equipment and repair, and facility maintenance.
• Sets up and maintains electronic databases for faculty documents. Gathers, compiles, and reports data as requested.
• Formats, types, and sends letters and memos to various recipients.
• Participates in appropriate staff trainings and meetings.

• Strong oral communication skills to convey accurate information in a tactful and diplomatic manner. 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.
• Ability to work effectively as part of a team and collegially with staff, faculty, and administration.
• Ability to use word processing, internet and electronic mail software, including Microsoft Office Suite.
• Working knowledge of university policies and procedures that pertain to the duties of the position.
• 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.
• Strong commitment to service.
• 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.

• Bachelor degree or equivalent combination or experience related to the duties and responsibilities specified.
• A minimum of two years related experience in providing administrative support to professional staff.

May work some evening and weekend hours.

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.

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