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Part-Time Administrative Assistant

Chapman University
Orange, CA

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Job Details

Position Title:

Part-Time Administrative Assistant

Position Type:


Job Number:


Full or Part Time:

Part-Time 0-19 Hours (<50% ex. Coaches/Per Diem)

Fair Labor Standard Act Classification:


Anticipated Pay Range:


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.

Job Description Summary:

Working under the Operations Administrator’s supervision, the Part-time Administrative Assistant will support the Operations Administrator with managing budgets, tracking expenditures, creating faculty expense reports, collecting and organizing information for activity reports, paying invoices, and other daily administrative duties that help support the Smith Institute for Political Economy and Philosophy. Other duties as assigned. Some travel may be required. This is a 1-year, limited term position, with the possibility to move to permanent full-time, depending on the needs of the Institute.


Support the Smith Institute and Operations Administrator

  • Assist in managing budget details, including tracking and reconciling expenditures, grant funds and non-compensation budget lines.
  • Collaborate with the Operations Administrator to advise faculty and staff of financial processes, policies and procedures including but not limited to instructions on how to utilize PeopleSoft Finance to submit travel/expense reimbursements, run financial reports, create purchase orders,etc.
  • Work with internal/external vendors to ensure the purchase of goods/services are properly negotiated and paid.
  • Represent the Smith Institute, its major and minor, in the other departmental forums that affect the Smith Institute in the areas of admission, college fairs, information sessions, and outreach events.
  • Create project timelines, producing communications materials, event briefings, and timely reports.
  • Organize financial information and institute activities for annual report.
  • Track RSVP’s to events and communicate clearly to Ops Administrator/Director.
  • Assist in preparing ERCRs, Independent contractor agreements, contracts and Cost transfer forms.
  • Organize the details of event spending, and provide timely and accurate spending and activities reports.
  • Assist the Operations Administrator in Managing the Humanomics non-academic program details.
  • Attend Chapman trainings on Pcard, purchasing, Accounts Payable training, contract processing, PeopleSoft software, 25LIVE, and other trainings as pertains to the job.
  • Collaborate with ideation lab in creating/updating marketing materials for the Smith Institute, such as flyers, graphics, letterhead, promotional materials, logos, etc. Make sure these are updated every semester.
  • Provide updates for course catalog, website, and promotional brochures.
  • Maintain WH 220 and WH 221 classrooms/kitchen, and order supplies.
  • Create facilities and Custodial work requests.
  • Support Smith Institute Faculty and Visitors by managing the everyday administrative tasks (printing, photocopying, creating contracts, processing payments for visitors, etc.).

Required Qualifications:

  • Bachelor’s degree or equivalent experience; Excellent written & oral communications skills with extreme attention to detail;
  • Strong writing and editing skills, with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
  • Arithmetic and calculation skills to perform basic financial functions.
  • Proven ability to handle simultaneous deadlines, communicate effectively and maintain a positive composure;
  • Strong interpersonal skills to interact with diverse constituents at all levels;
  • Proven ability to multi-task in a fast-paced environment; Ability to show self-initiative;
  • Ability to work as a team member;
  • Ability to demonstrate tact and diplomacy, maintain confidentiality and follow FERPA regulations;
  • Strong knowledge of Microsoft Office Suite.

Desired Qualifications:

  • Experience working with faculty in higher education, preferably as support staff.
  • 1-2 years working in an office setting
  • Graphic design skills a plus
  • Ability to prioritize tasks and to work without constant supervision.
  • Positive attitude and willingness to learn.
  • Reliable and strong work ethic.

Special Instructions to Applicants:

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants 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.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. More information on diversity and inclusion at Chapman University can be found at

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:


Maximum Number of References:



Chapman University, located in the heart of Orange County, California, offers traditional undergraduate programs in the arts and sciences and select pre-professional and graduate programs. Ranked in the top tier of Western universities, by U.S. News and World Report, Chapman has gained national recognition with its commitment to excellence through research and ground-breaking teaching. The University is classified by Carnegie as an R-2 research institution; Chapman has gained national recognition with its commitment to excellence through research and innovative teaching. More information is available at 

The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. More information on diversity and inclusion at Chapman University is available at

Company info
(714) 997-6815
One University Drive

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