Administrative Coordinator, Undergraduate Majors, Minors & Leadership Studies Programs

Chapman University, United States

Updated: 3 days ago
Location: Chapman, NEBRASKA
Deadline: ;

Posting Details
Position Information


Position Title Administrative Coordinator, Undergraduate Majors, Minors & Leadership Studies Programs
Position Type Regular
Job Number SA52024
Full or Part Time full-time 40 hours weekly
Fair Labor Standard Act Classification Non-Exempt
Anticipated Pay Range $21.73 - $25.62
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 position provides support to the Undergraduate (UG) Education programs, Leadership Studies program (Minor, Themed Inquiry, and Master’s degree), and the Attallah College of Educational Studies, as needed.
Responsibilities
Attallah Undergraduate Education Programs Support, includes all majors and minors (including Leadership Studies minor & Themed Inquiry)
  • Communications & Reporting:
    • Handle email and phone communication with prospective and current students, answering general questions.
    • Assist in the creation of slide presentations for recruitment events – Discover Chapman Day, Preview Day, Orientation, and fairs/events.
    • Assist with data collection and preparation for Undergraduate Program Assessment & Accreditation reports.
    • Assist in the development of marketing materials for use in publicizing UG events and UG program changes (catalog, program plans, etc.).
    • Coordinate all UG faculty searches, including placing search ads, collection and tracking of application materials, communication with applicants and Faculty Affairs.
    • Schedule and attend UG Education and Leadership meetings, prepare agendas, take minutes, and post to SharePoint.

  • Financial:
    • Provide UG Education and Leaderships program financial process support via initiating book orders, swag, supplies, and processing purchase requisition orders and nonpayment POs.
    • Track UG Education & Leadership budgets and spending.
    • Processing of items to be purchased/received, check requests, etc. and reconcile budget to actual reports.
  • Events management:
    • Coordinate all program events, meetings, and related logistics (Future Educators Forum, Senior Symposium, Graduation Receptions (includes managing award nominations and selections, certificates, programs, support on day of event, etc.), Admissions events, advising, conferences, luncheons/dinners, etc.) every semester. Includes processing contracts, room scheduling and set-up, food services, RSVP’s, guest speaker arrangements, parking services, preparation of awards/managing award submissions, flyers and event materials.
    • Coordinate class schedules for Panther for a Day visits and fill in as staff for Panther for a Day tours.
    • Leadership Student Retreat support: Booking space, processing contracts, ordering food, coordinating university vehicles, etc.
  • Student support:
    • Assist the Attallah Undergraduate Council with logistics of their tasks, i.e., communication with students, events planning, providing raffle prizes, etc.
    • Facilitate permission number requests for each semester for all Attallah UG courses
  • Other support of undergraduate programs, faculty, staff, and students as needed.

Master’s in Leadership Development (MLD) Program Support
  • Communications & Reporting:
    • Handle email and phone communication with prospective and current students, answering general questions.
    • Collect and verify data and assist faculty with program documentation for program and WASC review.
    • Coordinate all MLD faculty searches, including placing search ads, collection and tracking of application materials, communication with applicants and Faculty Affairs.
    • Create and maintain student resources such as the MLD Student Handbook and the MLD Community page in Canvas that houses important forms and information.
    • Manage student electronic records including maintain list of current students, assign students to advisors, and track program advisor assignments.
    • Track and report on student program course completion, individually as well as at program level.
    • Track faculty Individual Study activity.
    • Assist with the development of MLD marketing brochures, handouts, swag, and other materials.
    • Provide administrative support for updating catalog and program plans.
  • Graduate Admissions management:
    • Serve as the main point of contact within the MLD program for application inquiries and status updates.
    • Work closely with Chapman’s central admissions office to coordinate, track, and report on all MLD graduate program applicants.
    • Review all MLD admission application documents and verify that the applicant meets the minimum program admission requirements. Contact applicants who need to submit additional admission documents. Route applicant file with approval or denial information
    • Track scholarship/fellowship information for new and continuing students and provide offer letters to Admissions.
    • Represent the MLD at Attallah College Information Sessions and at Chapman Graduate Fairs when necessary.
    • Collect MLD recruitment and admission data and provide reports.
  • Financial:
    • Assist MLD Program Director in tracking expenses for the MLD program.
    • Track MLD budget and provide MLD program financial process support via initiating book orders, swag, supplies, and processing purchase requisition orders and non-payment POs.
  • Event management:
    • Reserve meeting space, create agendas, and compose minutes for Leadership Studies Program meetings.
    • Schedule and coordinate MLD events, i.e. orientations, socials, commencement activities, classroom speakers, special training and Scholar’s Forum – includes room reservations, food ordering, resource coordination, speaker agreements, ecommerce accounts and accounts payable coordination, as required.
    • Support travel courses.
Required Qualifications
  • Bachelor’s degree or equivalent combination in education and experience.
  • Demonstrated effective oral and written communication skills.
  • Proven ability to exercise independent thinking and judgment to carry out duties in a timely manner.
  • Ability to exercise initiative and work independently and as a team member.
  • Demonstrated ability to use tact and diplomacy and to maintain a high level of confidentiality.
  • Experience in providing administrative support in a professional office.
  • Proficient knowledge and skill in Microsoft Office Suite applications.
  • Strong technical skills to learn and use PeopleSoft, Slate, ImageNow, 25-Live, Task Stream, ETS, Catertrax, Canvas, and Qualtrics.
  • Proven ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
Desired Qualifications
  • Strong organizational skills to maintain files, to schedule, calendar and coordinate logistics for meetings and special events.
  • Experience with planning and coordinating events
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 3
Maximum Number of References 3

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