Assistant Director, Administration

Assistant Director, Administration

Please see Special Instructions for more details.

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.

Position Title  | Assistant Director, Administration
Position Type  | Regular
Job Number  | SA59624
Full or Part Time  | full-time 40 hours weekly
Fair Labor Standard Act Classification  | Exempt
Anticipated Pay Range  | $68,640 - $70,000

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  | The Assistant Director of Administration is responsible for a breadth of administrative and financial activities that will support the future success of the ACBE. The Assistant Director supports the Assistant Dean of Operations and the Associate Dean of Faculty with all ACBE administrative and financial activities while managing the ACBE course schedule and classroom assignments. Under the direction of the Assistant Dean, the Assistant Director will facilitate full-time and part-time faculty hiring and performance management while supporting the ACBE’s faculty and general operations

Responsibilities  | Course scheduling and classroom assignments Develop the ACBE course schedule and assign classrooms Establish timeline for scheduling classes Monitor class registration status and alert Associate Dean if additional classes are needed Record catalog changes in Curriculog and ensure catalog is accurate and current Collect course syllabi from all faculty to ensure inclusion of required content and that all syllabi are uploaded into Chapman’s online system Coordinate with faculty members to process book orders in a timely manner Track all ACBE faculty and provide rosters as needed (i.e., AACSB and Chapman catalogs)

Faculty hiring and performance management Use Interfolio to facilitate the recruitment of new full-time faculty Manage the faculty search process on behalf of ACBEIdentify Part-Time Lecture (PTL) needs each term and support recruitment and selection of PTL’s Review PTL course evaluations and manage database of potential PTL’s Process contracts for PTL hires and faculty overloads Facilitate on-boarding process for all PTL and full-time faculty members Monitor course loads, faculty rank, tenure, and sabbatical status for ACBE faculty Serve as the liaison between faculty, ACBE administration and the Provost’s office regarding faculty assignments and hires. Track class evaluations and faculty grade distributions to create reports for the Associate Dean and Dean Coordinate the distribution and collection of midterm evaluations for all new faculty including faculty requesting midterm evaluations.

Faculty Operations and Event SupportCoordinate faculty conferences (e.g., Shadow Open Market), seminars and guest lecturers including all logistics Schedule rooms using 25Live, book hotels, transportation, and meals Processing honorariums and reimbursements. Oversee the hiring of approved faculty student assistants and researchers. Post positions, hire, and train students. Approve timesheets and work with manager to reconcile the budget.

Facilitate ACBE faculty financial activitiesCoordinate and process payments on behalf of ACBE faculty using PeopleSoft/Concur Process reimbursement requests and expense reports for ACBE faculty (and staff as needed) Monitor and update management on faculty DART accounts and initiate approval process for faculty Concur reports Assist with travel course budgets and financials Process business contract workflows as needed

General Operations SupportSupports the daily operations of ACBE including events, help desk tickets, financial reports, budgets and purchase requisitions.

Other duties as assigned
Required Qualifications  | Bachelor’s degree or equivalent combination in education and experience. Strong oral communication and interpersonal skills with the ability to interact and work with diverse individuals and groups at all organizational levels, both within and outside the University. Proven ability to comprehend a process and take a given task from beginning to completion. Strong written communication skills with the ability to prepare concise and grammatically correct business correspondence and other documents. Proven ability to prioritize and complete tasks efficiently and accurately in a busy work environment with many interruptions. Strong analytical skills to assess situations, obtain appropriate information and make sound judgment and independent decisions appropriate for the position level. Supervisory skills to oversee, train and mentor student workers. Demonstrated attention to detail. Demonstrated tact and diplomacy and ability to maintain confidentiality. Ability to work with individual area supervisors in a productive manner to ensure that paperwork is submitted in a timely manner to allow adequate processing time. Technical ability to learn and use job–related enterprise software. Proven ability to learn, explain and apply policies and procedures. Strong organizational skills Microsoft Office Suite applications knowledge, including Word, Excel, Powerpoint, and Adobe Ability to interpret and apply guidelines and procedures Ability to demonstrate initiative without constant supervision Ability to carry out duties in a timely manner and to prioritize duties when faced with interruptions, distractions, and fluctuating workload Strong commitment to customer service Strong commitment to teamwork

Desired Qualifications  | At least 5 years of experience in providing medium to high-level administrative, operational, and financial support to management. Budget and operations experience in a higher education setting Experience using Concur, PeopleSoft, PeopleAdmin, Cascade, and 25Live software programs Knowledge of Argyros College programs, services, and processes

Special Instructions to Applicants  | 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  | 2
Maximum Number of References  | 3

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

MAIN CAMPUS
One University Drive
Orange, CA 92866
(714) 997-6815

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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.