Administrative Assistant - English Department

Regular

SA48724

full-time 40 hours weekly

Non-Exempt

$21.75-$24.75

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.

The Administrative Assistant for the English Department, supervised by the Assistant Director of Administrative Operations, plays a crucial role in providing academic and operational support to the department chair, sr. administrative assistant, faculty, and students. Core responsibilities include managing the department front office, assisting with supervising student workers and managing inquiries to ensure prompt and accurate responses. The assistant also supports faculty with expense reimbursements, helps the sr. administrative assistant coordinate class scheduling and maintain faculty load databases, and assists the chair with the registration (permission numbers etc.). Additionally, they help organize special events and projects and ensure the department operates efficiently and effectively.

The English Department is part of Wilkinson College of Arts, Humanities, and Social Sciences, home to eight diverse academic departments. As the Administrative Assistant, you’ll join a supportive team of administrative assistants who work collaboratively across the college, fostering community and teamwork while sharing resources and ideas. This role offers the chance to contribute to a vibrant academic environment that values creativity, intellectual exploration, and social impact, all
while being part of a mission-driven institution dedicated to shaping the future of the arts, humanities, and social sciences.

Provide administrative support to the department chair, sr. administrative assistant, faculty, students

• Oversee department front office.
• Respond to both internal and external requests for information providing excellent customer service in a timely manner
• Assist Senior Administrative Assistant with tracking department budget and expenses and provide information regarding shortfalls.
• Maintain office equipment and supplies and coordinate Facilities requests
• Process and track paperwork for purchases, expense reimbursements, travel requests
• Assist with catalog revision process
• Provide information to the department and visitors regarding University policies and procedures

• Assist Sr. Admin Assistant with timely completion of class schedule process within the department classroom allocations
• Assist faculty and students with scheduling advisement appointments and input advisor assignments in PeopleSoft
• Assist with the hiring process for full-time and part-time faculty
• Monitor class registration status and apprise chair
• Process course evaluations
• Assist faculty with Web Advisor access, section rosters and grade rosters as well as textbook information

• Assist generating and managing part-time faculty contracts and full-time overload contracts, ensuring compliance with policies and deadlines
• Coordinate with relevant offices to finalize contracts and maintain accurate records

• Coordinate special events, meetings, and projects
• Plan and organize events, including advertising, logistics, and materials
• Support faculty with special projects and contribute to college wide initiatives
• Schedule meetings and take minutes as requested

• Bachelor’s degree and/or equivalent combination of education and work experience.
• A minimum of two years of experience in administrative support roles, preferably in an academic setting
• Experience with budget management, event coordination, and office operations.
• Demonstrated creativity in problem-solving and project execution.
• Strong organizational skills to manage multiple tasks and priorities effectively.
• Ability to maintain accurate records, schedules and databases
• Ability to collaborate with others on projects and independently execute assigned tasks.
• Proficiency in fostering a positive and inclusive environment conducive to collaboration and creativity.
• Strong commitment to teamwork.
• Technical skills to learn and use enterprise systems and departmental tools.
• Excellent computer skills Microsoft Office Suite with the ability to set up and maintain a database, create presentations, and set up zoom meetings.
• Desire to contribute to the advancement and reputation of the peace and justice department within the university and beyond.
• Experience working in a fast-paced environment, with the ability to quickly adapt to changing priorities and manage multiple tasks simultaneously.

• Working knowledge of PeopleSoft, Concur, and/or Campus Solutions.
• Working knowledge of campus policies and procedures related to this office

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 www.chapman.edu/diversity.

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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