Administrative Assistant

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Posting Details
Position Information

Position Title Administrative Assistant
Position Type Regular
Job Number SA22624
Full or Part Time Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification Non-Exempt
Anticipated Pay Range $20.00 – $22.50
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.

Position Summary Information

Job Description Summary The Administrative Assistant performs a broad range of administrative duties for the day-to-day operations of the Disability Services (DS) department and the Director. Office duties will include scheduling the Director’s and Specialists calendars, reception duties, receiving moderate volume of calls, emails and walk-ins with questions about services and procedures of the office. There will be a heavy use of an office management software to input data into student records, as well as internet work. Provide excellent and sensitive customer service for students, parents, faculty and staff about disability related services.
Responsibilities
  • Provide clerical support to DS
  • Oversee scheduling of DS appointments
  • Utilize office management software to input data and/or review student records
  • Utilize Microsoft Office suite of products as needed
  • Stock, order and maintain supplies, printed materials, forms and office necessities
  • Provide reception and information of DS for students, families, staff and faculty
  • Maintain client databases for DS
  • Initiate and prepare departmental requisitions, purchase orders, work orders and travel vouchers coordinating with Business Office to insure prompt reimbursement and/or payments
  • Maintain confidentiality under FERPA guidelines
  • Maintain liaison with appropriate campus and professional community
  • Interact professionally with phone and in-person contacts with understanding, composure, tact and sensitivity
  • Maintain webpages
Required Qualifications
  • Bachelor’s degree, or equivalent combination in education and experience.
  • Minimum two years’ experience in providing administrative support in a professional office.
  • Writing and word processing skills to prepare clear, concise, and grammatically correct business correspondence.
  • Must be a self-starter who can use good judgment to successfully complete unexpected tasks and/or requests in a timely fashion.
  • Ability to handle large amounts of paperwork/emails/voicemail with accuracy and efficiency.
  • Ability to use standard office equipment including a multiple line telephone, voicemail system, audio/video equipment, computer, fax and copier.
  • Ability to utilize database programs, calculate mathematically, prepare financial requests, compile data and respond to requests for statistical information.
  • Technical skills to learn an enterprise software system needed for the position (Canvas, Cascade, PeopleSoft, etc.), as well as Microsoft Office suite of products as needed.
  • Experience working with students with disabilities.
  • Communicate in authoritative and clear manner.
  • Demonstrated tact and diplomacy skills and the ability to maintain confidentiality under FERPA guidelines.
  • Evaluate and respond with tact and sensitivity to a diverse client population.
  • Must be able to prioritize work tasks and duties with varying levels of interruptions, distractions and fluctuating workloads.
Desired Qualifications
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 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
Minimum Number of References
Maximum Number of References

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