Assistant Director of Administration

Posting DetailsPosition InformationPosition TitleAssistant Director of AdministrationPosition TypeRegularJob NumberSA38124Full or Part TimeFull-Time 40 Hours WeeklyFair Labor Standard Act ClassificationExemptAnticipated Pay Range$68,000 – $73,500/ annual salaryPay Range InformationChapman 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 InformationJob Description SummaryThe Assistant Director of Administration is responsible for a breadth of administrative and financial activities that will support the future success of theACBE. The Assistant Director supports the Director of Administration and Operations with allACBEadministrative and financial activities while managing theACBEcourse schedule and classroom assignments. Under the direction of the Associate 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.ResponsibilitiesCourse scheduling and classroom assignmentsDevelop theACBEcourse schedule and assign classroomsEstablish timeline for scheduling classesMonitor class registration status and alert Associate Dean if additional classes are neededRecord catalog changes in Curriculog and ensure catalog is accurate and currentCollect course syllabi from all faculty to ensure inclusion of required content and that all syllabi are uploaded into Chapman’s online systemCoordinate with faculty members to process book orders in a timely mannerTrack allACBEfaculty and provide rosters as needed (i.e.,AACSBand Chapman catalogsFaculty hiring and performance managementUse Interfolio to facilitate the recruitment of new full-time facultyManage the faculty search process on behalf ofACBEIdentify Part-Time Lecture (PTL) needs each term and support recruitment and selection of PTL’sReviewPTLcourse evaluations and manage database of potential PTL’sProcess contracts forPTLhires and faculty overloadsFacilitate on-boarding process for allPTLand full-time faculty membersMonitor course loads, faculty rank, tenure, and sabbatical status forACBEfacultyServe as the liaison between faculty,ACBEadministration 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 DeanCoordinate 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 logisticsSchedule rooms using 25Live, book hotels, transportation, and mealsProcessing 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.FacilitateACBEfaculty financial activitiesCoordinate and process payments on behalf ofACBEfaculty using PeopleSoft/ConcurProcess reimbursement requests and expense reports forACBEfaculty (and staff as needed)Monitor and update management on facultyDARTaccounts and initiate approval process for faculty Concur reportsAssist with travel course budgets and financialsProcess business contract workflows as neededGeneral Operations SupportSupports the daily operations ofACBEincluding events, help desk tickets, financial reports, budgets and purchase requisitions.Other duties as assignedRequired QualificationsBachelor’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 skillsMicrosoft Office Suite applications knowledge, including Word, Excel, Powerpoint, and AdobeAbility to interpret and apply guidelines and proceduresAbility to demonstrate initiative without constant supervisionAbility to carry out duties in a timely manner and to prioritize duties when faced with interruptions, distractions, and fluctuating workloadStrong commitment to customer serviceStrong commitment to teamworkDesired QualificationsAt 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 settingExperience using Concur, PeopleSoft, PeopleAdmin, Cascade, and 25Live software programsKnowledge of Argyros College programs, services, and processesSpecial Instructions to ApplicantsChapman 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 ArbitrateMinimum Number of References2Maximum Number of References3