Administrative Assistant IQS - Orange, CA job with Chapman University | 3129515 (2024)

Position Title:

Administrative Assistant IQS

Position Type:

Regular

Job Number:

SA25724

Full or Part Time:

Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification:

Non-Exempt

Anticipated Pay Range:

$22.00 - $26.00

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:

Provide administrative level support to the Directors of the Institute for Quantum Studies (IQS) in Schmid College of Science & Technology under the supervision of the IQS manager. Works closely with campus constituents to ensure smooth coordination of communications, scheduling, and task management to support the Institute. Proactively manages the Institute’s daily activities, including organizing and monitoring issues arising from contacts, meeting follow-up and special assignments; and provide support in relation to external committee responsibilities. On behalf of the College oversees execution of college IQS events as directed by the IQS Manager. Serve as the first point of contact for the Institute. Perform other duties as assigned.

Responsibilities:

Serve as a primary contact for Director:

• Interact with University offices and external constituents to facilitate
• communications and information exchange to and from the IQS Office.
• Proactively manage correspondence, calendars, and scheduling
• requests for the Director.
• Coordinate with staff and members to maintain on-going external
• communications.
• Coordinate interactions with prospective and current students, alumni,
• faculty, colleagues, parents, and campus administrators.
• Maintain and distribute master calendar for IQS events.

Provide executive level administrative support:

• Keep Director apprised of upcoming deadlines and urgent requests.
• Initiate and/or remind of follow-up actions as needed.
• Schedule, plan and coordinate appointments, meetings, events, and travel arrangements.
• Research, analyze, and summarize data and review data gathered by others for accuracy and thoroughness.
• Assist with correspondence and preparation of special reports and presentations.
• Collaborate with IQS to submit and track Director’s reimbursem*nts.
• Provide support to Manager on updating website and social media channels.
• Create marketing materials as needed.
• Oversee IQS meeting, create agendas, organize travel and lodging arrangements, and track expenditures/reimbursem*nts.
• Maintain IQS inbox and correspondence, responding in a timely fashion.
• Take minutes and notes for IQS meetings.
• May supervise a student worker.

Events Planning:

• Coordinate events on behalf of IQS including seminars, research talks, conferences, workshops, external partnerships, conferences, faculty meetings, dinners and luncheons at the request of the Director.
• Execute necessary event planning phases with a focus on superior standards of service and adherence to CU policies.
• Provide budgetary oversight of events partnering with IQS Manager.
• Schedule and lead event-related meetings, track status of events and provide updates to the Director, Manager, and appropriate persons.
• Coordinate IQS Golf cart calendar reservations and maintenance

Required Qualifications:

• Bachelor’s degree and minimum of three years professional experience in providing administrative or clerical support or an equivalent combination of education and experience.
• Ability to conduct research, gather data, analyze data and prepare reports and other materials.
• Excellent communication and interpersonal skills, with the ability to interact with diverse individuals and groups at all organizational levels, both inside and outside of the university.
• Strong organizational skills, with proven ability in scheduling, calendaring, and coordinating logistics for meetings, special events, travel arrangements and mailings.
• Strong written communication skills ability to prepare clear, structured, grammatically correct, and articulate business correspondence and other documents.
• Ability to independently proofread professional documents and correspondence.
• Basic accounting skills to monitor budgets, prepare basic financial forms and reconcile expenses.
• Strong computer skills in using word processing, spreadsheets, presentations, Internet and electronic mail applications, preferably of Microsoft Office Suite software.
• Technical skills to learn and use enterprise systems and applications needed for the position
• Proven ability to comprehend and follow instructions and take a given task from beginning to completion.
• Strong organizational skills to plan, coordinate and direct logistics of media events, special events, meetings, conferences, etc.
• Ability to pay meticulous attention to detail.
• Ability to demonstrate tack and diplomacy, foster partnerships and maintain a high level of confidentiality.
• Strong time management skills and the ability to prioritize duties when faced with competing demands, interruptions, distractions, and fluctuating workload and the ability to carry out duties in a timely manner.
• Strong commitment to customer service and teamwork.
• Strong telephone etiquette skills, with experience directing calls and taking accurate messages

Desired Qualifications:

• Knowledge of higher education environment, policies and procedures

Special Instructions to Applicants:

Minimum Number of References:

3

Maximum Number of References:

3