Posting Details
Position Information
Position Title
Administrative Assistant, Department of Dance

Position Type
Regular

Job Number
SA29124

Full or Part Time
Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$24.25 - $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

Perform administrative duties to support the department chair, faculty, guests, staff, and students in the Department of Dance. This includes, but is not limited to, processing faculty contracts and overloads, guest artists' contracts, all department purchases, and coordinating travel as needed for faculty, guests, and other constituents within the department and College of Performing Arts. Oversee the course scheduling process of imputing classes each term, running accurate scheduling reports, and exporting scheduling data as needed. Coordinating facility maintenance of the Dance Center with appropriate campus liaisons, including overseeing and supervising dance facility equipment needs and overseeing and ordering necessary department and teaching supplies. Overseeing a reservations system for the Dance Center. Hiring, scheduling, supervising student workers, coordinating hiring and schedules for department staff members and accompanists. Additionally, prepare information for assessment and accreditation efforts, coordinate major department events and residencies, and handle all department correspondence. Greet office guests, oversee prospective student tours, and provide information to the Chapman community in response to a wide variety of requests.
Responsibilities

Administrative Support

• Input class schedule each term and process reports.
• Prepare, collect, and compile assessment information.
• Coordinate the administration of residencies and special events, including handling expense reports and reimbursements.
• Hire, schedule, and interface with staff accompanists.
• Attend necessary training and meetings for the department and College of Performing Arts.
• Other duties as assigned.

Department Support

• Hire, train, and supervise student workers.
• Prepare and process PTL (part-time lecturer) contracts, overload contracts, and legal and financial contracts for residencies, fellows, and guest artists.
• Prepare and process hiring for staff (accompanists) and special appointments.
• Process all departmental financial requests: Purchases, POs, department travel expenses, and reimbursements.
• Oversee the reservations system for studios, classrooms, and venues within the dance center.
• Work with vendors and contractors to troubleshoot contract or payment issues and assist with communication with contractors and vendors as needed.
• Aptitude to learn and use new software and computer systems as needs change and new systems are on-boarded.
• Maintain student files, office files, forms, and archive files of events within the department and for centralized SharePoint.
• Coordinate department tours and prospective student visits.

Reception

• Answer incoming telephone calls.
• Main contact for the department guests and prospective students.
• Provide information to Chapman Community in response to departmental inquiries and directs appropriately.
• Create and distribute department calendars and handbooks.

Correspondence

• Word processes copy from written copy.
• Prepares departmental correspondence.
• Receives incoming messages, assesses priority and routes, and follows up as needed.
• Maintains general office files, Google Drives, and other digital systems.
• Updates faculty on inter-departmental business.
• Support full-time and adjunct faculty in uploading class textbooks, syllabi, and other classes and performance information.
• Take notes at all faculty meetings and retreats and maintain an archive of meeting minutes.

Required Qualifications

• Experience carrying out duties when faced with interruptions, distractions, and a fluctuating workload.
• Ability to carry out duties promptly.
• Ability to reason, prioritize, problem-solve, and communicate logically.
• Basic arithmetic, calculation skills, and ability to prepare financial forms.
• Advanced computer skills in MS Office: Word, Excel, Outlook, PowerPoint.
• Experience using standard office equipment such as copier, scanner, calculator, fax.
• Strong organizational skills to maintain office files, schedule, calendar, and coordinate meeting logistics.
• Experience performing telephone duties, including directing calls, giving information, and taking accurate messages.
• Demonstrate effective, clear, oral, and written communication - including editing and proofreading skills.
• Ability to learn and use new software programs regularly.
• Able to assist and train faculty on new software programs as needed.
• Proven skills in organizing, coordinating, and executing logistics for calendaring, meetings, and special events, including working with appropriate College and University constituents to ensure all details are accounted for.
• Service-orientated, with the ability to maintain a pleasant and helpful attitude.
• Experience coordinating travel details for both faculty and students.
• Excellent problem-solving skills.
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels inside and outside the University.
• Proven ability to use tact and diplomacy and maintain high confidentiality.
• Ability to work effectively in a team-based environment.
• Ability to work independently and follow through on assignments with minimal direction/instruction.
• Ability to learn and interpret university and department policies and procedures.

Desired Qualifications

Working knowledge of University policies and procedures that pertain to the duties of this position. Experience in the Performing Arts and/or dance programs and curriculum or 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
0

Maximum Number of References
3