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Administrative Assistant, Temporary Assignment

Chapman University

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Position Information

Position Title Administrative Assistant, Temporary Assignment
Position Type Temporary
Job Number SA9142122
Full or Part Time Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification Non-Exempt
Anticipated Pay Range $21.00 – $25.00
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 will provide administrative support to the Office of Experiential Education in school of Pharmacy, including responding to phone, email, and in-person inquiries from students and preceptors, collecting materials from preceptors to use in appointment consideration, assisting with processing clearance reports including background checks and immunizations required for placement at experiential sites and report status/progress to other experiential staff, and other duties as assigned.
This position is located at the Irvine Rinker Campus.
Responsibilities Provide administrative support for Experiential Education-Related Duties:

  • Provide administrative and logistical functions.
  • Respond to internal and external inquiries and requests for information providing excellent customer service in a timely manner.
  • Compile information for the quarterly newsletter, inputting into the online newsletter system, and distribute it to School of Pharmacy stakeholders.
  • Assist the Director with Continuing Professional Development (CPD) functions of the Experiential Education Office including scheduling events/programs and completing documentation for continuing education programs.
  • Process purchases through PeopleSoft when needed.
  • Prepare routine and non-routine correspondence on behalf of the supervisor.
  • Assist with departmental staff searches, including gathering information and transferring to spreadsheets, creating and maintaining search folders in Dropbox, uploading documents into respective folders, emailing communications to candidates, and uploading pertinent information into search folders.

Assist with Experiential Rotations

  • Coordinate Experiential Educational Appointment process, collect materials from Experiential Educators for use in appointment consideration and preparation for School of Pharmacy review, manage and track background checks, and appointment letters.
  • Manage communications with student pharmacists through Core Elms message center and gather information for the completion of student pharmacist records and assignments.
  • Process update requests in Core Elms software

Assist with Introductory Pharmacy Practice Experience (IPPE) and Advanced Pharmacy Practice Experience (APPE) student pharmacist experiential placements by:

  • Managing the list of site requirements for students and making changes when requested.
  • Prepare reports tracking student adherence to site/ School of Pharmacy-specific requirements.
  • Prepare reports tracking the timely completion of site evaluations.
  • Prepare reports using Core Elms software as requested by the Experiential Education Office team members
  • Corresponding with students and preceptors as requested to keep them updated regarding Experiential Education information.
  • Assist with the revisions to the Experiential Education Student and APPE handbooks.
  • Coordinate special events, meetings, and projects
  • Assist with special projects and/or events such as Experiential Education and student orientation, accreditation site visit events, other accreditation activities, graduation, etc., including room reservations, catering, ordering supplies, and other arrangements when needed.
  • Schedule meetings, prepare agendas, and record minutes at Experiential Education Office Huddle and EEAC meetings.
  • Coordinate guest schedules, including calendaring, room reservations, parking permits, and preparing and sending the itinerary.
Required Qualifications
  • A minimum of two years of demonstrated professional administrative support experience, preferably in higher education.
  • Experience carrying out duties when faced with interruptions, distractions and a fluctuating workload.
  • Proven ability to reason, prioritize, problem solve and communicate logically.
  • Basic arithmetic and calculation skills.
  • Technical skills to learn and use enterprise systems and departmental tools.
  • Excellent computer and typing skills in word processing, excel spreadsheets, Power Point, and Outlook.
  • Experience using standard office equipment such as copier, fax and calculator.
  • Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events, media services and catering.
  • Excellent communication skills to disseminate information and forward messages in a thorough and appropriate manner.
  • Experience with recording minutes.
  • Demonstrate effective, clear and businesslike written communications- including solid editing, proofreading skills.
  • Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University.
  • Ability to use tact, diplomacy and maintain a high level of confidentiality.
  • Strong commitment to teamwork.
  • Service-oriented, with ability to maintain pleasant and helpful attitude.
Desired Qualifications
  • Bachelor’s degree and/or equivalent combination of education and work experience
  • Experience and/or knowledge of experiential education.
  • Experience in meeting/event coordination.
  • Working knowledge of PeopleSoft and 25Live.
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.
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