Administrative Assistant

Position Type: Limited-Term (Renewable)

Job Number: SA76824

Fair Labor Standard Act
Classification
Non-Exempt

Anticipated Pay Range: $22.00 – $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.

Job Description Summary

The Administrative Assistant performs a
variety of administrative duties supporting the lab’s research, educational, and outreach activities. Responsibilities include assisting
with communication with students, faculty, collaborators, and university offices; assisting with the planning and logistics of meetings,
seminars, and events; preparing routine correspondence and administrative documentation; processing expense reports, reimbursements, and
travel documentation; assisting with the preparation of proposal materials and maintaining records related to grants and funding
opportunities; support orientation and onboarding processes for lab personnel; maintaining administrative records and compliance
documentation; assisting with updates to the lab’s online resources, including the public-facing website and internal documentation systems;
and providing support and guidance for student employees and research
assistants.

Responsibilities

Administrative and Office Operations

• Assist in
  preparing routine promotional materials, letters, proposals, and other correspondence related to lab activities.
• Assist with
  tracking expenditures and preparing budget summaries as requested by the supervisor.
• Assist with processing expense reports,
  reimbursements, and cash advances, including documentation in Concur and routing completed forms to appropriate departments.
• Assist
  with administrative preparation of proposal materials, including compiling required documents and coordinating submission materials in
  Cayuse.
• Coordinate printing projects and maintain office equipment; assist lab members in the use of office equipment and
  software.
• Coordinate facilities work orders and maintenance requests.
• Order, organize, and maintain office supplies.
• Prepare routine administrative correspondence.
• Organize and maintain office files and administrative records.
• Assist
  with collecting and organizing information for annual reports and other reporting requirements (e.g., project tracking, progress
  reports).
• Coordinate travel arrangements and related documentation for conferences, workshops, invited speakers, and other
  lab-related activities, and assist with associated reimbursements.
• Assist in the orientation and personnel processes for graduate
  students, undergraduate assistants, postbaccalaureate staff, and other lab personnel, including preparing ERCRs and related
  documentation.
• Provide day-to-day support and guidance for student employees as assigned.
• Assist with onboarding and
  administrative setup for new lab members, students, and visiting scholars, including coordinating workspace, system access, and required
  documentation, as needed.
• Maintain administrative records related to lab personnel, projects, and activities in accordance with
  university policies.
• Assist in maintaining records of required compliance documentation and training for lab
  personnel.

Communication and Lab Coordination

• Communicate with students, faculty, collaborators, event
  participants, and members of the Chapman University community via email and other communication platforms as directed.
• Coordinate
  communication with administrative staff across the department, college, and university, as well as with external collaborators.
• Serve as a point-of-contact for routine administrative inquiries related to lab activities

Meetings and Events
Support

• Assist in planning and organizing meetings, seminars, workshops, and other programming events.
• Coordinate
  logistics for events, including reserving locations, arranging catering, preparing materials, and communicating with participants.
• Prepare and distribute meeting notices, agendas, and supporting materials.
• Track attendance and confirmations and maintain
  databases of event participants.
• Maintain a calendar of important dates, including grant deadlines and scheduled meetings, and
  notify the supervisor of upcoming responsibilities.
• Schedule and coordinate meetings, conferences, webinars, video conferences, and
  teleconferences

Grant and Fellowship Assistance

• Assist with maintaining a database of funding
  opportunities relevant to the lab’s research activities.
• Communicate funding requirements and deadlines to lab staff and
  students.
• Create and maintain templates for funding applications based on funder guidelines.
• Assist with organizing and
  preparing administrative materials required for proposal submissions, progress reports, and related documentation

Special
Projects and Additional Duties

• Assist with occasional special projects related to research, education, and outreach
  initiatives.
• Maintain and update the lab’s online resources, including the website and internal documentation systems (e.g.,
  wiki).
• Support the lab’s research and educational mission and goals through administrative and logistical assistance.
• Perform other related administrative duties as assigned.

Required Qualifications

• Highschool Diploma
  or equivalent
• 1-2 years of experience providing administrative support in a professional office or academic environment.
• Proven ability to perform administrative duties in an organized and timely manner while managing multiple priorities.
• Ability
  to work effectively in environments with interruptions, competing deadlines, and fluctuating workloads.
• Strong organizational and
  coordination skills, including the ability to manage calendars, meetings, and events.
• Strong written communication skills,
  including the ability to prepare clear, concise, and grammatically correct correspondence and reports.
• Strong oral communication
  and interpersonal skills, including the ability to convey information accurately and interact professionally with students, faculty,
  collaborators, and members of the university community.
• Ability to organize, maintain, and retrieve administrative records and
  documentation with attention to detail and accuracy.
• Basic financial and arithmetic skills sufficient to assist with expense
  tracking, reimbursements, and preparation of financial documentation.
• Computer skills to use standard office software, including
  word processing, spreadsheets, presentation software, internet applications, and electronic communication tools (e.g., Microsoft Office or
  equivalent).
• Ability to learn and use enterprise software systems required for the position (e.g., financial systems, proposal
  submission systems, or other institutional platforms).
• Ability to coordinate logistics for meetings, seminars, and events,
  including scheduling, materials preparation, and communication with participants.
• Ability to maintain discretion and
  confidentiality when handling sensitive information.
• Demonstrated problem-solving skills and the ability to identify administrative
  issues and communicate appropriate solutions.
• Ability to work independently and collaboratively as part of a team.
• Experience using standard office equipment and administrative tools.
• Proven ability to perform administrative duties in an
  organized and timely manner while managing multiple priorities.

Desired Qualifications

• Bachelor’s degree
  or an equivalent combination of education and relevant administrative experience.

Special Instructions to
Applicants

Chapman University is an equal opportunity employer that provides equal employment opportunities to all
individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.

Applicants for Staff
and Administrator positions must be currently authorized to work in the United States on a full-time basis.

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:
2

Maximum Number of References: 3

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