Administrative Coordinator

Job Number: SA66524

Fair Labor Standard Act
Classification
Non-Exempt

Anticipated Pay Range: $25.00 – $30.00

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

Reporting to the Chairs of Biomedical
and Pharmaceutical Sciences (BPS) and Pharmaceutical Economics and Policy (PEP), the incumbent will coordinate and administer the
administrative and fiscal support to the department chairs, faculty, research staff, and graduate students. Manage departmental needs and
oversee workflow. Submit purchase requisitions and track delivery, and otherwise assist faculty and staff in ordering supplies. Maintain and
submit records for the use of departmental P-card. Respond to inquiries and disseminate information ensuring that each request is handled
appropriately. Coordinate special events, contractual agreements, meetings and projects for the department.

This position
resideswithin the School of Pharmacy, and is located at the Rinker Graduate Health Science Campus in Irvine,
CA.

Responsibilities

Purchasing and Fiscal Support to BPS and PEP Departments:

• Submit
  purchase requisitions through PeopleSoft for departmental, research, and support-related activities. Ensure conversion of requisition to
  Purchase Order and track open orders to ensure close out and payment.
• Process Voucher/Check Requests and reimbursements for faculty
  and departmental-related activities
• Coordinate with Sponsored Projects to open blanket Purchase Orders for subaward
  spending
• Coordinate with Core Lab Staff to ensure receipt of ordered supplies, clearance in PeopleSoft purchasing system, and
  payment/closeout of POs.
• Track expenditures for faculty receiving annual allotments, such as APPEs, Capstone, and Rotations
  allotments to purchase supplies for their laboratories.
• Maintain and submit records for the use of departmental P-cards, reconcile
  purchases in Concur.
• Track annual faculty travel and membership expenses from their departmental
  allotments.

Administrative support for BPS and PEP departments:

• Coordinate administrative and logistical
  functions of the school for both departments.
• Respond to internal and external inquiries and requests for information providing
  excellent customer service in timely manner. Provide information about university policies and procedures to the department and
  visitors.
• Assist with processing contracts/agreements related to purchases, third-party contractors, and events.
• Maintain
  departmental calendar.
• Prepare correspondence as required.
• Review and summarize department data and prepare reports used for
  program review, planning and forecasts.
• Order business cards, office supplies, and name badges when
  needed

Instructional/Faculty Support:

• Coordinate departmental faculty searches, including posting of
  position on Interfolio, in-person interviews (itineraries, travel arrangements, calendaring, catering, etc.), and onboarding activities of
  new faculty.
• Publish post-doctoral searches on Interfolio and provide posting link to PI.
• Schedule and coordinate guest
  lecturers and seminar speakers, including preparing and processing speaker agreements for signature, preparing and sending schedules,
  parking passes, coordinating catering and honorarium for services.
• Print scientific posters for faculty and students and track
  usage.
• Generate and track part-time lecturer faculty contracts or administrator overload teaching contracts
• Assist faculty
  with processing mailing/shipping requests.
• Coordinate in-office schedules for Lecturers sharing office space to meet with
  students.

Coordinate special events, meetings and projects:

• Plan events including announcements,
  calendaring, room reservations, and catering arrangements.
• Schedule meetings and take departmental minutes
• Serve as backup
  for taking minutes during (all) Faculty and Team Meetings
• Serve as backup for collecting and distributing monthly newsletter
  announcements
• Assist faculty and Dean’s Office with special projects as requested

Perform other duties as
assigned

Required Qualifications

• A minimum of three years of demonstrated professional
  administrative support experience preferably in higher education.
• Bachelor’s degree and/or equivalent combination of education and
  work experience
• Proven ability to carry out duties in a timely manner.
• Proven ability to reason, prioritize, problem solve
  and communicate logically
• Experience in meeting/event coordination.
• Experience carrying out duties when faced with
  interruptions, distractions and a fluctuating workload.
• Basic arithmetic and calculation skills.
• Excellent computer skills
  in word processing, excel spreadsheets, Internet and electronic mail with the ability to set up and maintain a database.
• 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, including publications, media services and catering.
• Clear and
  understandable speech to disseminate information and forward messages in a thorough and appropriate manner.
• Demonstrate effective,
  clear and businesslike written and oral communications – including solid editing, proofreading skills.
• Experience taking concise and
  accurate meeting minutes.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both
  inside and outside of the University.
• Excellent problem-solving skills.
• Ability to use tact, diplomacy and maintain a high
  level of confidentiality.
• Strong commitment to teamwork.
• Service-oriented, with ability to maintain a pleasant and helpful
  attitude.

Desired Qualifications

• Working knowledge of PeopleSoft.
• Working knowledge of University
  policies and procedures that pertain to the duties of this position.
• Working knowledge of Qualtrics

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. 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: 2

Maximum Number of
References: 3