Administrative assistant Jobs in Huntington Beach, CA

Position Title :

Administrative Assistant

Position Type : Regular

Job Number : SA48224

Full or Part Time :

full-time 40 hours weekly

Fair Labor Standard Act Classification :

Non-Exempt

Anticipated Pay Range :

24.00 - $25.50 / hourly

Pay Range Information :

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.

Job Description Summary :

The Administrative Assistant in the Psychology department performs a variety of routine and complex administrative duties that require a range of skills and knowledge of organizational policies and procedures. For 3.5 days of the week, work in the PSY department comprises monitoring dept budgets, processing and reconciling purchase requests and reimbursements, assisting faculty with instructional supplies and materials, and composing and maintaining meeting minutes. Serve as point-of-contact for students, faculty and visitors; answer phones, greet visitors, and respond to requests for information and general assistance. For 1.5 days of the week, the administrative assistant will work in the Cean House to answer phones and respond to requests for information and general assistance, manage card key requests which are approved by the dean, develop master calendar for use of research space assigned by the Dean to Crean faculty and their research students, produce correspondence and reports assigned by the Dean or the Chair of Psychology, ensure doors remain locked at all times with access only by card key, assist the Chair of Psychology to plan meetings and assist with student events taking place in the Crean House, reconciling expense reports and reimbursements for psychology full-time faculty, and providing baseline support to research operations occurring by Crean faculty assigned research space at the Crean house.

Responsibilities :

Administrative & Faculty Support

• Assist in the compilation of instructional, scholarly, and university and professional service materials. Assist with the preparation of tables and graphs for presentation and reports.
• Coordinate printing projects and maintenance of office equipment. Assist / train others in the use of the office equipment.
• Coordinate facilities work orders.
• Order, stock, and organize office supplies.
• Prepare routine emails and correspondence.
• Prepare, organize and maintain office files.
• Track and upload course syllabi to university portal.
• Process faculty requests for copies, room assignments, textbooks, and media orders.
• Schedule meetings, take and publish minutes. Coordinate meeting logistics including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
• Assist with faculty onboarding and orientation of new faculty to college and university such as prep office, office signage, office supplies, request keycard access, phone set-up, order computer / software, calendar of events, office hours, review syllabus, if assigned lab space assist with set-up.
• Provide PeopleSoft, Campus Solution and 25Live support.
• Facilitate faculty office moves including facilities, custodial and telecom requests.

Budget & Purchasing Support

Special Events, Meetings, and Projects

Required Qualifications :

Desired Qualifications :

Special Instructions to Applicants :

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. More information on diversity and inclusion at Chapman University can be found at www.chapman.edu / diversity.

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.

Minimum Number of References :

Maximum Number of References :