Administrative Coordinator

Posting Details

Position Information

Administrative Coordinator

Regular

SA87924

full-time 40 hours weekly

Non-Exempt

$27.00-$31.00

Chapman University is required to provide a reasonable estimate ofthe 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, aswell as internal equity and other internal factors.

The anticipated pay range is not a promise of a particular wage.

Position Summary Information

The College of Performing Arts (CoPA) Administrative Coordinator provides administrative support to the dean, dean’s office staff,and departments (students, faculty, and staff) within CoPA. The fundamental responsibilities of this role include managing all administrative and operational needs of the Office of the Dean. The position is generally the first point of contact for inquiries ofthe Office of the Dean, including greeting and assisting allguests, answering the phones, overseeing the CoPA email account,and handling the Dean’s calendar and the office conference room scheduling.

This position may oversee student employees within theDean’s Office and reports to the Associate Director of Operations to ensure that all aspects of the office are met.

Provides outstanding customer service to all constituents and isthe liaison between the CoPA Dean’s Office and many central departments on campus. This position handles a full range of administrative and financial support responsibilities. It willoften serve as the point of contact and trainer for other

Administrative Assistants within CoPA, ensuring that University and departmental policies are followed and that all administrative tasks are well managed and appropriately organized. In addition tothe administrative and financial tasks, the Assistant to theDean/Administrative Coordinator will assist with organizing CoPAevents (including Fall Orientation, All College Meetings, and Commencement), support artistic and production needs, and provide event support to CoPA departments as needed.

• First point of contact to the Dean’s Suite (faculty, students,guests, donors, prospective students, all parents, etc.) in-person,phone, and global CoPA email address.
• Maintains Dean’s busy calendar and conference room schedule.
• Assists the Dean with Power Points, reports, and data collection.
• Coordinates travel arrangements and expense reconciliation reports for the Dean.
• Oversees the tracking, processing, and reconciliation offaculty-approved travel through the Dean’s Faculty travel budget.
• Maintains the office needs (supplies/equipment) for the Dean’sSuite.
• Maintains contact information for faculty and staff.
• Oversees student employee(s) for Dean’s Office.
• Maintains the Dean’s sensitive files and reminds the Dean of important information.
• Draft and send memos/correspondence for the Dean asneeded.
• Coordinates all service requests/needs for the Dean’s Suitewith appropriate entities (facilities, IS&T, Aramark, Sodexo,etc.

• Develops (with the Associate Director of Operations) and maintains the Copa file repository as needed and keeps files consistent, up to date, appropriately named, and accurately archived
• Handles all contracts and financial processes for the Dean’sOffice (dean and dean’s office staff).
• Assists the Associate Director of Operations with all financial needs, including but not limited to reporting, processing payments,assisting with financial data, working with the Dean to allocate
  
  Faculty Travel and Development funding form and approval processes,using Concur to process pcards, reimbursements, cash advances, asneeded for various entities (Dean, faculty, staff)
• Assists the Associate Director of Operations with maintaining consistent administrative policies, including but not limited to:
  
  Policies,…