| Job Description Summary |
The Art Department Administrative Assistant, supervised by the Director of Administrative Operations, plays a pivotal role in providing comprehensive support to the department. This entails offering academic and operational assistance to the department chair, faculty, and students, encompassing tasks such as ordering department supplies and tracking budget expenditures. Additionally, they oversee student workers and ensure the smooth handling of inquiries, guaranteeing accurate and prompt information distribution. Moreover, the assistant responds to requests from the Office of the Dean, aids in faculty searches, and provides administrative support to faculty research groups. They also play a crucial role in the class scheduling process, offering guidance on registration and maintaining databases for faculty loads. Furthermore, they coordinate various special events and projects, contributing to the efficient functioning of the department.
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| Responsibilities |
Provide administrative support to the department chair, program directors, faculty, and students.
- Oversee department office operations, including workflow management and procurement of art supplies in accordance with fiscal policy.
- Respond promptly to internal and external information requests, ensuring excellent customer service.
- Coordinate the maintenance of office equipment and supplies, as well as facility requests, in collaboration with the studio manager.
- Maintain departmental/program databases and provide information on University policies and procedures to department members and visitors.
Maintain and monitor department/program budgets.
- Collaborate with the Department Chair and Director of Operations to establish and maintain operating budgets and expenses
- Monitor budgets through regular reports, ensuring accuracy and timeliness in expenses and fiscal closing processes.
- Process and track purchases, expense reimbursements, travel requests, and extra pay stipends
- Facilitate accurate and timely payments to faculty, including processing part-time/overload contracts and managing student worker budgets, aligning schedules and pay rates with annual funds Additionally, handle expenses for faculty grants in compliance with grant stipulations.
- Attend mandatory training sessions to uphold fiscal policy adherence.
Assist in the creation and implementation of class schedules.
- Provide support to department chair and program directors on advisement strategies and connect students with campus resources.
- Oversee the completion of the class schedule process by ensuring accurate data entry into the system.
- Assist faculty and students in scheduling advisement appointments and facilitate the hiring process for part-time faculty to fulfill department scheduling needs.
- In partnership with the department chair, ensure full-time faculty meet contract load requirements, monitor class registration status, assist faculty with system access, and manage classroom allocations in collaboration with the Office of the Registrar for appropriate classroom assignments.
Oversee the Administrative Process of Faculty Contracts.
- Ensure compliance with California Law by managing faculty contracts and generating them via DocuSign to meet payroll deadlines.
- Run reports to reconcile faculty schedules and contracted loads and input academic contract data into university systems.
- Collaborate with the Office of Faculty Advancement and the Office of the Provost on contract completion.
- Attend mandatory trainings to maintain compliance with university policies and procedures.
Coordinate special events, meetings, and projects.
- Organize and manage department/program events, including planning advertising, calendaring, and food/beverage arrangements.
- Create and distribute event materials following Strategic, Marketing, and Communication guidelines.
- Register all guest speakers in the vendor portal (national/international) and oversee the completion of speaker agreements.
- Schedule meetings, take minutes, assist faculty with special projects, and contribute to college-wide events as part of the staff team.
Supervise Department Student Workers.
- Assess and oversee student staffing needs and human resource functions within the department, including hiring, and evaluations, while ensuring compliance with California labor laws and university policies.
- Establish hourly allocations for studio areas within the department budget, carefully monitoring student hours to stay within budgetary limits. Maintain transparent communication with faculty regarding allowable student hours to ensure efficient resource management and budget adherence. ·
- Create and maintain student worker schedules to fulfill both student and departmental needs, communicating with Human Resources and Payroll to process employee requisitions and change requests.
- Attend Human Resource and Wilkinson College trainings to stay updated on labor laws and university policies, ensuring adherence in all departmental practices.
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| Required Qualifications |
- Bachelor’s degree and/or equivalent combination of education and work experience.
- A minimum of two years of experience in administrative support roles, preferably in an academic or arts-related setting Experience with budget management, event coordination, and office operations.
- Demonstrated creativity in problem-solving and project execution.
- Strong organizational skills to manage multiple tasks and priorities effectively.
- Ability to maintain accurate records, schedules and databases
- Ability to collaborate with others on projects and independently execute assigned tasks.
- Proficiency in fostering a positive and inclusive environment conducive to collaboration and creativity.
- Strong commitment to teamwork.
- Technical skills to learn and use enterprise systems and departmental tools.
- Excellent computer skills Microsoft Office Suite with the ability to set up and maintain a database, create presentations, and set up zoom meetings.
- Desire to contribute to the advancement and reputation of the art department within the university and beyond.
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| Desired Qualifications |
- Familiarity with art supplies procurement, art studio management.
- Working knowledge of PeopleSoft, Concur, and/or Campus Solutions.
- Working knowledge of campus policies and procedures related to this office
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| 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.
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