Administrative Assistant Job at Westfield State University in Orange

View more categories View less categories Administrative Jobs Academic Affairs ,International Programs ,Institutional & Business Affairs ,Clerical & Administrative Support Employment Type Full Time Institution Type Four-Year Institution

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 Title:

Administrative Assistant

Regular

SA59924

full-time 40 hours weekly

Non-Exempt

$19.00 - $22.00

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.

This position provides a wide variety of administrative and operational support services to the staff and visitors of the Center for Global Education. Provide administrative and logistical support to staff members by maintaining office, copying, scanning, mailing (domestically/Internationally), answering multi-phone line system, responding/managing the Center e-mail account, paying provider invoices and assisting with student walk-ins. Organize and maintain general office records and files; manage department inventory of supplies and marketing materials. Coordinate mailing, fliers, and distribution of information for Center events.

Schedule meetings and appointments for the department. Available to open and close office during weekday open hours. Deliver and retrieve documents to various departments on campus that may be located on the 2nd or 3rd floor of historic and other buildings without elevators. Hire, train, and supervise student workers involved with peer advising and administrative work.
Schedule and coordinate logistics for various events for the Center. Correspond with program providers and various offices on campus such as Student Business Services, Budget Office, Financial Aid, Registrars Office, Human Resources, Facilities, Sodexho, Event Scheduling, Parking and Transportation Services and University Advancement. Perform additional duties as necessary to support the Center.

Provide Administrative and Operational support to the Center

• Office maintenance- file; update bulletin boards; keep lobby and student work area neat and professional; organize storage areas. Monitor inventory of forms, office supplies, catalogs, brochures, and handouts and re-stock or order in a timely manner. Coordinate print work with University Services.
• Access Terra Dotta, an online database, to check off materials for students, add notes to applications, and pull data for reports.
• Prepare written correspondence, type meeting notes, and develop internal reports
• Submit requests to Facilities, IS&T, and Aramark for office maintenance.
• Photocopy miscellaneous documents requested by professional staff;
• Open and distribute mail
• Campus errands: When needed, walk to other campus departments to pick up or drop off information
• Schedule staff meetings and student Global First Steps sessions
• Miscellaneous: complete independent projects as assigned by the Director and Assistant Directors

• Handle on-site logistics for various events and conferences sponsored by the CGE
• Work closely with Catering, Scheduling, Facilities, and Media Services for proper set-up and implementation of event
• Coordinate, with CGE team support, twice annually the Study Abroad Fair and international conference; and annual Taiwanese Cultural Performance and International Education Week.
• Organize classroom presentations from student workers
• Organize information tables by Peer Advisors and visiting program providers.
• Coordinate itinerary for international visitors to campus

• Help hire and train student staff in Center for Global Education; supervise student Peer Advisors
• Maintain work schedules, including time sheet supervision and coordinating meal breaks
• Assign and supervise student projects, including filing, maintaining confidential records, regulating incoming traffic, e-mailing, scanning, and compiling data for research
• Provide direction and ongoing training.
• Provide training on FERPA guidelines and customer service
• Oversee general customer service and paperwork processes administered by students

• Coordinate payments and/or wire transfers for program provider invoices.
• Maintain billing roster for semester/academic year abroad students
• Resolve billing issues with business office, budget office, program providers and students
• Deposit checks of refunds and rebates for the Center
• Help Director research and resolve budget discrepancies

• 1-2 years of experience providing administrative, financial, and logistical support to a professional office.
• Strong commitment to customer service and teamwork with the ability to anticipate the needs of others.
• Effective written communication skills, including the ability to prepare and proofread clear, concise and grammatically correct business correspondence and other documents.
• Excellent interpersonal skills, with the ability to interact and respond to requests from faculty and senior administration, both inside and outside of the university.
• Excellent telephone etiquette skills, with demonstrated experience scheduling, calendaring and coordinating logistics for administrative processes, mailings, meetings, travel arrangements, special events.
• Self-starter with skills to plan, prioritize and complete projects with minimal supervision and in a timely manner in a busy work environment.
• Ability to manage simultaneous projects from various supervision levels
• Organizing and supervising the completion of multiple projects
• Ability to work independently and manage own tasks
• Proven ability to gather and analyze data and prepare reports for management.
• Meticulous attention to detail. Ability to maintain departmental and university procedures and policies.
• Ability to work with sensitive information and maintain a high degree of confidentiality.
• Strong office computer skills with advanced knowledge in Word, Excel, Outlook, and e-mail and experience performing accurate and efficient typing and data entry.

• Bachelor’s degree or equivalent combination of education and experience in a university setting.
• Experience with Microsoft 365 including One Drive and PowerPoint.
• Familiarity with Terra Dotta Software and PeopleSoft systems.
• Familiarity with education abroad programs.
• Some knowledge of financial tracking and reconciliation with spreadsheets

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.

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Organization

Chapman University, located in the heart of Orange County, California, offers traditional undergraduate programs in the arts and sciences and select pre-professional and graduate programs. Ranked in the top tier of Western universities, by U.S. News and World Report, Chapman has gained national recognition with its commitment to excellence through research and ground-breaking teaching. The University is classified by Carnegie as an R-2 research institution; Chapman has gained national recognition with its commitment to excellence through research and innovative teaching. More information is available at https://www.chapman.edu/

The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. More information on diversity and inclusion at Chapman University is available at https://www.chapman.edu/diversity .

Website https://www.chapman.edu/ Telephone (714) 997-6815 Location One University Drive
Orange
California
92866
US

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