Administrative Coordinator

Position Title

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Job Number

Full or Part Time

Fair Labor Standard Act Classification

Anticipated Pay Range

Pay Range Information

Job Description Summary

Responsibilities

• Serve as a resource for Argyros College faculty related to administrative processes, policies, and procedures.
• Partner with the Executive Assistant to the Dean to establish and maintain effective procedures and communication guidelines for Argyros College faculty and staff.
• Create, manage, and update faculty-focused SharePoint sites containing resources such as the Chapman University Faculty Manual, Argyros College Faculty Governance Manual, tenure and promotion criteria, faculty meeting notes, and related information.
• Serve as a primary point of contact for the Argyros community by managing front office operations and responding to inquiries related to graduate programs, undergraduate student support, email correspondence, and general information requests.
• Coordinate student worker activities by communicating project expectations, operational priorities, and addressing concerns as needed.
• Review and approve Strategic Marketing digital carousel requests to ensure alignment with college communications and branding standards.
• Manage faculty and staff resource requests, including business cards, stationery, and branded materials through the Marq system, ensuring timely fulfillment.
• Manage and track conference room reservation requests for Argyros College.
• Oversee purchasing processes and maintain records for office supply orders through Office Solutions.
• Assist faculty with requests for exam proctoring when available.
• Update internal listing of all staff and faculty offices and phones.
• Update staff webpages and audit for accuracy department webpages for correct contact information.

• Coordinate with the Assistant Director of Administration to support new faculty onboarding and office readiness.
• Submit and track requests with Facilities Management, Aramark, and IS&T for workspace setup, technology, equipment, and other onboarding needs.
• Create and maintain a comprehensive tracking system for laptops, monitors, and technology requests, including inventory records, serial numbers, and equipment returns to IS&T.
• Process and track key card access for all Argyros College faculty.

• Coordinate logistics for Executive MBA Residential Programs, including agendas, timelines, and collaboration with the Assistant Director on contract processing and related activities.
• Provide administrative support for graduate recruitment initiatives and related communications.

• Project manage large-scale marketing and recruitment mailing campaigns, including program promotions and communications with peer institutions.
• Assist with special projects assigned by the Executive Assistant to the Dean in support of the Assistant Dean of Operations, Assistant Director of Administration, Assistant Director of Operations, and other Argyros College departments as needed.

Required Qualifications

• High school diploma or equivalent required.
• Minimum of 1-2 years of relevant administrative or office support experience.
• Ability to prioritize and complete tasks efficiently and accurately in a fast-paced environment with many interruptions.
• Ability to provide courteous, service-oriented interactions with faculty, staff, students, and visitors.
• Ability to maintain confidentiality of sensitive information.
• Communicates clearly, professionally and respectfully in person, by phone and in writing.
• Ability to distinguish urgent matters from routine interruptions.
• Ability to demonstrate initiative without constant supervision and evaluate data, assess alternatives, and formulate logical and sound recommendations
• Ability to communicate concerns about risks, delays, or process issues to appropriate staff
• Ability to organize work and maintain a high level of accuracy and attention to detail.
• Ability to identify issues, recommend solutions, and follow through to completion.
• Ability to learn new software, policies, and procedures quickly.
• Ability to apply established policies while exercising practical judgment.
• Ability to work collaboratively as part of a team.
• Proficiency in Microsoft Office Suite and general computer applications.

Desired Qualifications

• Associate or bachelor’s degree preferred.
• Experience with the following systems and platforms is desired but not required: 25Live, Canvas, Canva, Concur, Constant Contact.

Special Instructions to Applicants

Minimum Number of References

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