Dean of Students Office Graduate Admin/Office Assistant

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.

The Graduate Assistant for the Dean of Students Office is responsible for assisting with administrative support and special projects for the Office of the Dean of Students. This position supports programs for students with high needs, including textbook and laptop loaner programs and the Student Hardship Assistance Fund. A strong proficiency in Excel and accounting experience is preferred. In addition, this position will assist with data entry, recording meeting minutes, and general administrative tasks. This position also assists with major meetings and events as determined by supervisor. The graduate assistant must be available to work on the Orange campus within the hours of 8am-5pm, Monday-Friday. Employment for this position begins in August and will continue into the academic year.

•Assist the Dean of Students Office staff with general office tasks

•Assist with answering the Dean of Students Office phone and covering the front desk (greeting visitors, etc.) when the Director of Operations and Administrative Assistant are not in the office

•Assist with documenting student information/data and report entry in the Student Outreach and Support (SOS) database

•Support the Dean of Students Office on special projects and data collection/maintenance
•Assist with the Dean of Students Office textbook program and laptop loaner program for students with high need
•Oversee accounting and budget reconciliation for the Student Hardship Assistance Fund, as well as maintain the database
•Assist the Director of Operations with divisional budget reports and reconciliation
•Assist with data input and reporting for weekly meetings
•Support the Dean of Students Office with Board of Trustees Student Life Committee meetings and other major events
• Participate in and contribute to Dean of Students Office programs, services, experiences, and resources as determined by supervisor
• Develop and execute other project-based tasks, based on the interests of the graduate assistant and the needs of the office
•Assist with the preparation and implementation of Dean of Students Office programs and initiatives
• Other duties and projects as assigned

The student will be handing confidential information, and will need to be organized and detail-oriented. The student will need to be willing to work with other Student Affairs staff and offices when additional support is requested.

• Strong problem solving and conflict resolution skills
• Prior experience, at the graduate or undergraduate level, working directly with sensitive and/or confidential student information preferred
• Familiarity with budget reports and reconciliation
• Commitment to teamwork, collaboration, and providing service to students. Ability to exercise initiative and work independently
• Excellent interpersonal skills working with a diverse group of students, both individually, as well as in group settings
• Good time management skills and the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload
• Ability/willingness to work some nights (at least twice a semester for Trustee dinners)
• Effective written and oral communication skills; strong editing and proofreading skills
• A strong proficiency in Excel and accounting experience
Willingness to learn processes and attend trainings; student will be trained on FileMaker Pro database, PeopleSoft Finance, and Advocate.