TEMP Executive Assistant

Posting Details
Position Information

Position Title	TEMP Executive Assistant
Position Type	Temporary
Job Number	SA21724
Full or Part Time	Full-Time 40 Hours Weekly
Fair Labor Standard Act Classification	Non-Exempt
Anticipated Pay Range	$25.00 - $27.00
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	This role requires the individual to be dynamic, friendly, and happy to be at the center of a bustling, high-energy film school. The incumbent provides high level administrative support to the Dean of Dodge College of Film and Media Arts, Senior Associate Dean, and the Director of Administrative Operations. As a representative of the Dean’s Office, the incumbent must convey a service-oriented, polished, and professional image. They must have precise, detailed-oriented organizational skills, as well as excellent communication and writing abilities. Candidates will manage multiple projects in a very fast-paced environment, so they must have experience in handling high volume emails, and extensive scheduling experience.
Responsibilities	Serve as a main point of contact for students, faculty, parents, and visitors. Manage calendars ensuring up-to-date accuracy with the ability to pivot and move appointments around at short-notice. Create links, preparing materials, identify action items, next steps, and communicate out as needed. Send confirmation emails, directions, and parking passes to meeting attendees. Proactively prompt the deans on upcoming deadlines and meetings. Organize, prioritize and expedite flow of requests and documents. Create PowerPoint presentations as needed. Interact with other University departments on behalf of the dean. Plan, schedule and handle travel logistics, as needed. Compile and submit monthly P-Card transactions and reports. Coordinate logistics for staff meetings, executive committee meetings, and ad hoc meetings. Maintain confidentiality and use discretion when discussing sensitive matters. Maintain and update contacts and distribution lists. Compile and provide research reports on various topics. Prepare gift bags for high-profile visiting guests. Assist with special events, as needed.
Required Qualifications	Experience providing executive support in a professional office. Excellent oral and written communication skills including the ability to prepare, proofread and edit clear, concise and grammatically correct business correspondence and other documents. Excellent telephone and e-mail etiquette. Meticulous attention to detail. Ability to handle highly confidential information with discretion and professionalism. Ability to exercise initiative and work independently. Ability to effectively deal with high work volume. Comfortable with Microsoft Excel, Word, Outlook. Ability to maintain accurate files. Ability to use tact and diplomacy and maintain a high level of confidentiality and work collaboratively with others.
Desired Qualifications	Bachelor’s degree preferred. Experience working in Higher Education.
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	1
Maximum Number of References	1