Capital Project Specialist

Position Title: Capital Project Specialist

Position Type: Regular

Job Number: SA72524

Full or Part Time: full-time 40 hours weekly

Fair Labor Standard Act Classification: Exempt

Anticipated Pay Range: $75,000 - $95,000

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.

Provides a broad range of executive-level administrative support to the Vice President of Campus Planning and Design (VP CP&D). Is a proactive problem solver with strong communication skills, attention for detail, and ability to exercise discretion and independent judgment. Serves as the primary point of contact between VP CP&D and the campus and external communities. Manages the VP CP&D’s schedule. Researches, prioritizes and follows up on multiple issues and open items addressed to the higher level executive.

Provides support for, and prepares materials related to, Board-level committee activities. Manages operations of the Office of CP&D. Monitors and handles in-coming divisional communication. Manages special projects as assigned. Performs other duties as needed.

• Serve as the primary point of initial contact between the VP CP&D and campus and external constituencies, including but not limited to senior university leadership, academic leaders, campus colleagues, administrative partners, members of the governing boards, external professionals and vendors.
• Maintain the VP CP&D’s busy calendar with all associated details, confirmations, and arrangements; prioritizing and managing visits and meeting requests; maintaining knowledge of campus resources to accomplish a well managed calendar.
• Manage communication and logistics with discretion, good judgment, efficiency, and completion.
• Administer VP CP&D’s travel, professional memberships, and licenses;
• Maintain digital files and filing system for VP CP&D.
• Establish and maintain contact with divisional staff, partnering divisions, key administers, and membership organizations with whom the VP CP&D works closely.
• Maintain high level knowledge of the university organization and campus activities in order to support the VP CP&D’s Senior Staff role.
• Develop and prepare non-routine responses, reports and correspondence that can be sensitive and confidential in nature.

• Coordinate activities and materials related to Board-level Real Estate and Campus Development Committee for which VP CP&D serves as senior staff liaison. Activities include: calendaring and meeting arrangements; preparation and distribution of meeting notices, agendas, and presentation materials; quorum logs; committee contact lists and committee schedule.
• Prepare meeting minutes, track and record board committee decisions; track action items; maintain board-related files, and obtain approvals on board minutes per approved procedures.

• Contribute to management of divisional operating budget by processing invoices; preparing expense reports; preparing monthly reconciliation reports; assisting in preparing monthly and annual operating budget reports.
• Monitor, sort, distribute and/or handle communication received through divisional email and other sources, employing discretion and broad awareness of organization and priorities.
• Coordinate routine and special office activities, including monthly team meetings, occasional and seasonal special activities, and annual team retreat. Prepare divisional meeting agendas, take notes, track and close out action items.
• Hire, on-board, and track…