Executive Assistant

Position Title

Position Type

Job Number

Full or Part Time

Fair Labor Standard Act Classification

Anticipated Pay Range

Pay Range Information

Job Description Summary

Responsibilities

• Perform complex and sensitive assignments requiring initiative, confidentiality, independent judgement, and knowledge of University policies and procedures.
• Represent the Dean’s office in a professional and welcoming manner. Interact in a positive, professional manner with donors, staff, faculty, students and others.
• Serve as primary point of contact and liaison on any matter directed to the Office of the Dean by university and community constituencies, as well as external professionals and vendors.
• Prioritize and manage visit and meeting requests for the Dean, including students and external stakeholders.
• Coordinate the activities of the Office of the Dean with discretion and professionalism.
• Review, prioritize and respond to incoming correspondence and paperwork with discretion and efficiency.
• Administer the Dean’s travel schedule, arrangements and expenditures.
• Manage renewal of licenses and professional memberships of the Dean.
• Ensure administrative processes and office operations run smoothly in the Dean’s office.
• Maintain the Dean’s calendar, including scheduling appointments, meetings, conferences and Zoom/Teams calls.
• Schedule meetings (group and individual), travel and outside commitments. Manage room reservations in 25Live, Rinker Master Calendar and coordinate necessary logistics.
• Coordinate travel arrangements for CUSP guests: prepare detailed travel itineraries; submit meeting registrations, and reimbursement claims.

• Support the Director of Finance and Administration with purchasing processes, staff search and onboarding processes, and administrative document processing.
• Provide high level administrative and logistical support for functions of school including meetings, minutes, events, announcements, calendaring, room reservations, and catering arrangements.
• Engage in extensive interaction with CUSP leadership, faculty and staff; and with vendors, representatives of professional associations, government agencies, consultants, and other external contacts.
• Request, prioritize, and prepare agenda items for Dean’s Council, Department Chair, Faculty, and Team meetings in consultation with the Dean. Take minutes or notes for meetings as required.
• Communicate and work closely with CUSP staff regarding requests from the Dean.

• Submit reimbursements and route invoices accordingly. Ensure accuracy of purchases and maintain proper archives. Ensure financial transactions are in compliance with campus policies and procedures.
• Field and review campus/building enhancements, and make suggestions to the Dean and Director of Finance and Administration
• Provide assistance in the understanding and interpretation of university policies and procedures, as appropriate.
• Ensure office operations are in compliance with policy provisions and standards.
• Participate in various committees, task forces and professional organizations.
• Coordinate with other departments (HR, IS&T, Facilities, Aramark, Telecommunications, University Services) for staff onboarding and departures including securing required equipment, space, and supplies
• Arrange for the maintenance of office equipment in collaboration with IS&T as required.
• Track incoming, returned, and surplus laptop and technology equipment in collaboration with IS&T.
• Provide supplemental PeopleSoft purchasing training to new staff, and serve as the primary contact for existing faculty and staff for more complex purchase order issues

• Establish working relationships with key Chapman resource department heads such as Public Safety, Fire and Life Safety, Facilities, and University Services. Establish familiarity with rotating Public Safety officers assigned to Rinker and 9401 front desk supervisor.
• Manage and distribute external and intercampus mail for all of Rinker campus faculty and staff.
• Order printer/copier paper for 9401 printers and copiers.
• Order and store supplies for Rinker faculty and staff breakrooms and Commons
• Maintain and update Rinker building maps to include the occupants’ current names and school affiliations.
• Serve as primary point of contact for campus projects and distribute campus wide emails alerting faculty, staff, and researchers of upcoming, scheduled and emergency disruptions that can impact logistics and access. Coordinate temporary office space during such disruptions as needed.
• Meet regularly with the Rinker Facilities Building Engineer to discuss upcoming issues and projects. Discuss potential longer-range facilities plans which may have a significant impact on Pharmacy lab activities and experiments.
• Monitor conditions of 9401 and 9501 for issues that need to be addressed by Facilities or Aramark.
• Work with IS&T as needed, including room/building access challenges, classroom support issues, reporting updates to the Rinker campus.
• Support the Director of Finance and Administration with purchasing processes, staff search and onboarding processes, and administrative document processing.
• Provide high level administrative and logistical support for functions of school including meetings, minutes, events, announcements, calendaring, room reservations, and catering arrangements.
• Engage in extensive interaction with CUSP leadership, faculty and staff; and with vendors, representatives of professional associations, government agencies, consultants, and other external contacts.

Required Qualifications

• A minimum of five years demonstrated professional administrative support experience, preferably in higher education.
• Proven ability to manage confidential data and respond with tact and diplomacy.
• Demonstrated ability to exercise sound judgment, discretion, and maintain the highest level of confidentiality when handling sensitive information and complex matters.
• Ability to anticipate needs, think strategically, and proactively plan and execute in a dynamic and evolving environment.
• Demonstrated curiosity and initiative in gathering information, seeking diverse perspectives and developing thoughtful, value-added solutions.
• Strong project management skills with the ability to independently manage priorities, meet deadlines, and adapt to changing needs while maintaining a collaborative and flexible approach.
• Demonstrated ability to work both independently and as part of a team in a fast paced, service-oriented environment.
• Experience in coordinating logistics for events and maintaining complete and accurate records and filing systems.
• Excellent telephone etiquette skills.
• Strong 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.
• Writing and editing skills, with the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents.
• Strong analytical and organizational skills to sort and prioritize deadlines, and work with supervisors to ensure timeliness and accuracy.
• Strong commitment to customer service and teamwork.
• Strong computer skills in the use of word processing, spreadsheet, database, internet and electronic mail software, preferably Microsoft applications.
• Ability to pay meticulous attention to detail.
• Arithmetic and calculation skills to perform basic financial functions.

Desired Qualifications

• Bachelor’s Degree
• Ability to use standard office equipment, including copier and fax.
• Ability to read campus map and floor plans.
• Technical skills to learn for use including but not limited to PeopleSoft, 25Live, Concur, SharePoint, etc.

Special Instructions to Applicants

Minimum Number of References

Maximum Number of References