Chapman University
Assistant, Department Business
🇺🇸 Orange, CA
🕑 Full-Time
💰 $22 per Hour
💻 Other
🗓️ July 22nd, 2025
Edtech.com's Summary
Chapman University is hiring an Assistant, Department Business. The role involves coordinating departmental operations including data input and retrieval in PeopleSoft, managing purchase orders and vendor payments, supporting Facilities Management tasks, assisting with special projects, and handling inventory and depot operations.
Highlights
- Coordinate Facilities Management department business operations including reconciling purchase orders and processing payments in PeopleSoft.
- Maintain and manage parts inventory and warehouse operations at the Facilities Management Depot.
- Perform data entry and processing of purchase orders and month-end invoice reviews within PeopleSoft.
- Assist with accounting tasks such as month-end accrual documentation and reconciling departmental accounts.
- At least 2-3 years of administrative support experience and a bachelor's degree or equivalent education/experience required.
- Strong computer skills, especially in Microsoft Office Suite and ability to learn enterprise accounting software.
- Required skills include accounting, analytical, time management, customer service, and ability to coordinate multiple projects.
- Knowledge of Facilities Management practices and terminology is desired.
- Position is full-time, non-exempt with an anticipated pay starting at $22.00 per hour.
- Interacts with university departments, vendors, and project managers.
Assistant, Department Business Full Description
Assistant, Department Business
Please see Special Instructions for more details.
DMV Check
Positions that drive 500 miles or more per year in personal, Chapman-owned, or rental transportation for business purposes. Or positions that involve driving a university-owned vehicle or electric cart.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
Positions that drive 500 miles or more per year in personal, Chapman-owned, or rental transportation for business purposes. Or positions that involve driving a university-owned vehicle or electric cart.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
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.
Posting Details
Position Information
Position Title | Assistant, Department Business
Position Type | Regular
Job Number | SA62024
Full or Part Time | full-time 40 hours weekly
Fair Labor Standard Act Classification | Non-Exempt
Anticipated Pay Range | $22.00
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.
Position Type | Regular
Job Number | SA62024
Full or Part Time | full-time 40 hours weekly
Fair Labor Standard Act Classification | Non-Exempt
Anticipated Pay Range | $22.00
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.
Position Summary Information
Job Description Summary | Reporting to the Assistant Director of Department Business, the Department Business Assistant will assist with coordination of departmental needs to include but not limited to: Data input and retrieval of data in People Soft (campus accounting software). Assistant will also be responsible for payments from and tracking of balances of open Purchase Orders for the department, and payments to vendors with special processes. Perform tasks associated with the operations of Facilities Management. Assist with special projects as needed. Backup to FM Depot Operations/ Assist with Inventory. the coordination of departmental needs, including but not limited to: Data input and retrieval of data in PeopleSoft
Responsibilities | Coordinate Facilities Management Department Business Operations Reconcile PO in PeopleSoft system Receive and approve payment of invoices for building services, contracts & utilities. Includes input for monthly accrual calculations. Maintain outside vendor master agreements and contracts, and assist project managers with the same. Reconcile and audit outstanding invoices/payments with vendors.
Maintain Parts Inventory and the warehouse of the Facilities Management Depot Receive stock and verify to order – maintain back-order status. Assist trades and additional staff with parts search. Perform cycle counts and annual parts inventory.
PeopleSoft Data Entry
Process and enter department Purchase Order requests. Process the month-end invoice review.
Accounting
Assist with documentation for month-end accruals/transactions. Reconcile departmental spreadsheets to PeopleSoft G/L, report discrepancies to the Assistant Director.
Required Qualifications | Bachelor’s degree or equivalent education or equivalent working experience related to the duties and responsibilities specified. At least two to three years working experience providing administrative support in an office. Ability to coordinate multiple projects , the ability to respond to shifting responsibilities and the ability to complete assigned tasks in a timely manner. Strong customer service and interpersonal skills, including the ability to work with a diverse group of people from within the department, within and outside the University community. Accounting skills to reconcile accounts from the University enterprise system and department documentation. Strong computer skills, preferably in Microsoft Office Suite applications. Technical skills to learn and use the enterprise system (University Accounting Software). Strong analytical skills to gather and analyze data and generate relevant reports. Problem-solving skills, including the ability to formulate and communicate logical conclusions and strong recommendations. Excellent time management skills to process time-sensitive materials. Ability to learn and interpret university and department policies and procedures.
Desired Qualifications | Knowledge of Facilities Management practices and terminology.
Special Instructions to Applicants | DMV Check
Positions that drive 500 miles or more per year in personal, Chapman-owned, or rental transportation for business purposes. Or positions that involve driving a university-owned vehicle or electric cart.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
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 |
Responsibilities | Coordinate Facilities Management Department Business Operations Reconcile PO in PeopleSoft system Receive and approve payment of invoices for building services, contracts & utilities. Includes input for monthly accrual calculations. Maintain outside vendor master agreements and contracts, and assist project managers with the same. Reconcile and audit outstanding invoices/payments with vendors.
Maintain Parts Inventory and the warehouse of the Facilities Management Depot Receive stock and verify to order – maintain back-order status. Assist trades and additional staff with parts search. Perform cycle counts and annual parts inventory.
PeopleSoft Data Entry
Process and enter department Purchase Order requests. Process the month-end invoice review.
Accounting
Assist with documentation for month-end accruals/transactions. Reconcile departmental spreadsheets to PeopleSoft G/L, report discrepancies to the Assistant Director.
Required Qualifications | Bachelor’s degree or equivalent education or equivalent working experience related to the duties and responsibilities specified. At least two to three years working experience providing administrative support in an office. Ability to coordinate multiple projects , the ability to respond to shifting responsibilities and the ability to complete assigned tasks in a timely manner. Strong customer service and interpersonal skills, including the ability to work with a diverse group of people from within the department, within and outside the University community. Accounting skills to reconcile accounts from the University enterprise system and department documentation. Strong computer skills, preferably in Microsoft Office Suite applications. Technical skills to learn and use the enterprise system (University Accounting Software). Strong analytical skills to gather and analyze data and generate relevant reports. Problem-solving skills, including the ability to formulate and communicate logical conclusions and strong recommendations. Excellent time management skills to process time-sensitive materials. Ability to learn and interpret university and department policies and procedures.
Desired Qualifications | Knowledge of Facilities Management practices and terminology.
Special Instructions to Applicants | DMV Check
Positions that drive 500 miles or more per year in personal, Chapman-owned, or rental transportation for business purposes. Or positions that involve driving a university-owned vehicle or electric cart.
Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and 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.
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 |
Pre-screening Questions
Required fields are indicated with an asterisk (*).
Applicant Documents
Required Documents
- Resume
- Cover Letter
Optional Documents
MAIN CAMPUS
One University Drive
Orange, CA 92866
(714) 997-6815
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY
One University Drive
Orange, CA 92866
(714) 997-6815
RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618
© 2019 CHAPMAN UNIVERSITY
Contact Us
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
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
Office of Human Resources
One University Drive
Orange, California 92866
TalentServices@chapman.edu
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
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