Assistant Director of Administration

$68,000 - $73,500/Yr

Chapman University - Orange, CA

Full-time - Mid Level

Orange, CA

Educational Services

About the position

The Assistant Director of Administration at Chapman University plays a crucial role in supporting the administrative and financial activities of the Argyros College of Business and Economics (ACBE). This position involves managing course schedules, faculty hiring, and performance management, while also facilitating various operational tasks to ensure the smooth functioning of the college. The Assistant Director works closely with the Director of Administration and Operations, as well as the Associate Dean, to enhance the overall success of the ACBE.

Responsibilities

• 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)
• Use Interfolio to facilitate the recruitment of new full-time faculty
• Manage the faculty search process on behalf of ACBE
• Identify 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
• Coordinate 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
• Coordinate 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
• Supports the daily operations of ACBE including events, help desk tickets, financial reports, budgets and purchase requisitions
• Other duties as assigned

Requirements

• Bachelor's degree or equivalent combination in education and experience
• Strong oral communication and interpersonal skills
• Proven ability to comprehend a process and take a given task from beginning to completion
• Strong written communication skills
• Proven ability to prioritize and complete tasks efficiently and accurately
• Strong analytical skills to assess situations and make sound judgments
• 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
• 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
• Ability to interpret and apply guidelines and procedures
• Ability to demonstrate initiative without constant supervision
• Strong commitment to customer service
• Strong commitment to teamwork

Nice-to-haves

• 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

Benefits

• Competitive salary range of $68,000 - $73,500 annually
• Comprehensive health insurance
• Retirement savings plan
• Paid holidays and vacation time
• Professional development opportunities
• Support for diversity and inclusion initiatives