Administrative Coordinator

Posting Details

Position Information

Position Title Administrative Coordinator

Position Type Regular

Job Number SA96624

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification Non-Exempt

Anticipated Pay Range $27.00 - $28.50

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 Administrative Coordinator will offer primary assistance to the Department Chair of the Physician Assistant Studies program; initiate, develop, and implement budget support; and provide general support to faculty and students. This position supports the Chair in calendaring their appointments and in coordination of department meetings, such as scheduling rooms, taking minutes, and organizing materials and equipment. Work collaboratively with Department Chair in overseeing budgets that fall within the program’s subdivision consisting of operating, restricted, capital and research shortfalls, transfers, expenditures, and associated issues/reconciling accounts. Generate and obtain budget data needed by the department for planning purposes. Monitor operating funds, reconcile accounting transactions and spending, and conduct monthly and quarterly reports and analyses to ensure the department stays within budget. Serve as a point of contact for students, faculty, and guests of the department. Assist with Accreditation and Assessment functions, including report development, collation of assessment data, and documentation of student outcomes and standards. Assist with administrative functions of the Clinical Education program, such as establishing site contracts and maintaining records. Serve on college and department staff committees as requested. Perform other duties as assigned.

Responsibilities

Budget Coordination and Support

• Process purchase requisitions, reimbursements and check requests. Responsible for researching and reconciling discrepancies.
• Ensure program is within fiscal policy and stay abreast of university fiscal policy to ensure department is within compliance.
• Oversee/track/monitor budgets that fall within the department subdivision consisting of operating, restricted, capital and research noting shortfalls, transfers, expenditures and associated issues/reconciling accounts.
• Work closely with Director of Operations in monitoring annual budget. Work collaboratively with Program Director in reviewing program financial plan to ensure annual enhancements are reflected within the new fiscal year budget.
• Reviews, analyzes and provides recommendations to Program Director on purchasing and expense requests above/below a threshold in accordance with fiscal policy and restricted fund guidelines.
• Work collaboratively with Program Director in allocating annual budget at the start of the fiscal year regarding operating and faculty development budgets.
• Maintain spreadsheets on supplies associated with each lab and audit each lab annually to ensure funds are annually earmarked to cover lab expenses. Work collaboratively with those that oversee labs.
• Act as the primary liaison for vendors, overseeing annual subscriptions, renewals and service agreements related to payments.
• Execute and manage contracts by coordinating with the Office of General Counsel and Risk Management, and facilitate contract review, approval, and execution through Kuali.
• Draft, distribute, and process guest speaker contracts and payments.
• Assist the Admissions team by calculating and allocating merit-fellowship awards for students.

Administrative Support to the Chair and Program

• Maintain and support daily needs of the Program Director. Notify Dean’s Office of school events and add shared calendars.
• Schedule meetings, take and publish minutes. Coordinate meeting logistics, including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
• Supports the Program Director in the compilation and completion of the ARC-PA Annual Report due each December.
• Help develop and implement procedures unique to the Program regarding scholarships, student awards, new student orientation, etc.
• Format, type, send letters and memos to various recipients.
• Revise the PAS Program student handbook annually, implement necessary changes to program policy, and disseminate information to students.
• Point of contact/resource for new staff, assist with on-boarding and orientation to the program and university.

Clinical Education & Program Support

• Serve as point of contact for students, faculty, and visitors; answer multiple phone lines, greet visitors, respond to requests for information and assistance, and refer individuals to appropriate university offices as needed.
• Process faculty requests for copies, room reservations, keycard access, research posters, collect and distribute mail.
• Respond to internal and external requests for information about the program or university policies, providing excellent customer service in a timely manner.
• Maintain office equipment, supplies, and coordinate presenter and Facilities requests.
• Works with the Program Director and Director of Clinical Education to coordinate and communicate between personnel in Department, University, Clinical Sites, students, staff, patients, community stakeholders and adapt to administrative workflow for clinical education.
• Tracking preceptor rotations/hours to qualify for adjunct status & rolling out invitations when they qualify.
• Verify preceptor licenses and certifications to ensure compliance with clinical rotation requirements.
• Maintain and update internal tracking spreadsheets to monitor student completion requirements of clinical procedures.

Accreditation and Assessment Support

• Supports the Program Director in the general oversight for Accreditation and Assessment.
• Collaboratively support regional and program accreditation efforts, including report development and accreditation/assessment data input.
• Collect and arrange data required for the annual accreditation reports to ARC-PA and the annual assessment (ALOAR) report to the University’s Assessment Committee.
• Supports the Program Director, faculty, and the Assessment Committee in the timely collection and collation of assessment and accreditation data.
• Provide administrative support for the creation of the documents that are required for submission to the ARC-PA for ongoing and continuing accreditation of the program.

Required Qualifications

• A minimum of 2-3 years’ experience in providing administrative, operational and financial support to management.
• Strong oral and written communication skills, including excellent use of grammar.
• Ability to comprehend a process and/or procedure and take a given task from beginning to completion.
• Strong organizational skills to plan, prioritize multiple projects, and complete them in a timely manner; maintain calendars and schedule appointments and meetings.
• Ability to schedule and coordinate logistics for meetings, workshops, and events, including coordination catering, travel and special equipment.
• Strong analytical thinking skills to assess situation, obtain appropriate information and make sound judgment and prioritize work for self and others when faced with fluctuating workload and deadline.
• Writing skills to prepare clear and concise, grammatically correct business correspondence; strong editing and proofreading skills.
• Ability to use tact and diplomacy to maintain a high level of confidentiality.
• Ability to prioritize work duties when faced with interruptions, distraction and fluctuating workload.
• Strong computer skills to use Microsoft Office Suite applications
• Basic accounting skills and ability to monitor budget and expenses
• Strong technical skills to learn, use and train others on financial systems and tools
• Ability to use standard office equipment
• Demonstrated interpersonal skills with diverse groups of individuals at all organizational levels, both inside and outside of the university.
• Excellent telephone and email etiquette
• Ability to work independently and effectively as part of a team and collegially with staff, faculty, and administration

Desired Qualifications

• Bachelor’s degree in business or public administration, education, health science, or a similar or related field.
• Emphasis in Accounting, Finance, Mathematics, or Quantitative field.

Special Instructions to Applicants At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community. 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. 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 2

Maximum Number of References 3

Pre-screening Questions

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