Job Description

Posting Date Job Number Job Title Revision Date Category Type Status
4/12/2017 44-17 Administrative Assistant, Academic Services Staff Full-Time Accepting Applications

Please submit a resume with Job No. 44-17. Instructions to complete the application are provided in a PDF format at the bottom of the recruitment posting. A link to upload a resume and/or other support documents is provided within the body of the online application. Please note that application materials must be completed in its entirety in order to be considered for the recruitment pool.

The Academic Services Administrative Assistant is a non-exempt, full-time staff position which reports to the Administrative Manager within the Dodge College of Film and Media Arts (DCFMA).

The Academic Services Administrative Assistant serves as the main liaison between faculty, students, and the DCFMA Chairs; the incumbent is responsible for independently coordinating activities for the Chairs and managing a team of student academic assistants. This position is responsible for performing short and long term coordination of administrative tasks; in addition to, the implementation of academic and operational policies and procedures for delivering service to students, faculty, and staff.  This role assists with the development, recommendation, and dissemination of academic administrative policies; develops and manages internal databases. 

The Academic Services Administrative Assistant corresponds with faculty to ensure they meet university and school academic deadlines. This position coordinates and tracks students' graduation requirements and deliverables; manages the part-time lecturer hiring process each semester by coordinating teaching contracts with Division Chairs and the Provost’s Office, and tracks the completion of all required paperwork.  The role assists with the management of the assignment of academic advisors to new students, and coordinating academic progress meetings with Chairs' student advisees; maintains and updates division documents, and assists with written correspondence, editing, and proofreading for the Chairs. The position assists with events, may work some evening and weekend hours as needed, and performs other duties as assigned.


The requirements listed below are representative of the knowledge, skills, and/or abilities required for the Academic Services Administrative Assistant.

Specific Job Requirements: Undergraduate degree and/or equivalent combination of education and experience. Must have up to three (3) years of experience in providing administrative support in a professional office (academic setting preferred). Strong organizational skills to maintain office files, schedule, calendar, and coordinate logistics for meetings and special events. Proven technical skills to learn and use enterprise and departmental tools and systems related to the position. Be self-motivated and proactive in carrying out research and solving problems; possess strong analytical and critical thinking skills to identify problems and anticipate the impact to office administration problems, providing solutions as needed. Demonstrated commitment to working in a collaborative, customer service environment; possess excellent interpersonal skills to interact with a diverse group of individuals at all organizational levels, both inside and outside of the university. Proven ability to exercise judgment and carry out duties in a timely manner.

General Job Requirements: Must demonstrate keen attention to details. Have the ability to interpret and apply rules and regulations; possess the ability to demonstrate tact and diplomacy and maintain confidentiality; exercise a high level of initiative and be able to work independently. Demonstrated written and oral communication skills to include solid editing and proofreading skills. Ability to maintain careful attention to detail and accuracy while working on multiple projects and meeting deadlines. Excellent computer skills and good working knowledge of Microsoft Office. Ability to carry out tasks and prioritize, when faced with interruptions, distractions, and a fluctuating workload.

Desired: Knowledge and understanding of PeopleSoft, including PS Campus Solutions and PS Financials.

Notice to Applicants: This position will be posted for a minimum of 5 business days and may close at any time after that without prior notice.

Successful completion of criminal background check is required for final candidate.

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.
Instructions (PDF)
Fill out an on-line application