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Administrative Assistant
Chapman UniversityUnited Statesfull_timeVerifiedPosted 10 Jul 2026
💰 $50,000/yr($48,000/yr – $50,000/yr)
About the role
Position Information
Position Title
Administrative Assistant
Position Type
Regular
Job Number
SA85124
Full or Part Time
full-time 40 hours weekly
Fair Labor Standard Act Classification
Non-Exempt
Anticipated Pay Range
$24.04 - $25.48
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
Responsible for the day-to-day administrative support of the Department of Communication Sciences and Disorders at the Crean College of Health and Behavioral Sciences, Rinker Health Science Campus, Irvine. Track all budgets within the department, process purchase requests and reimbursements such as master teaching stipends, track student worker funds and faculty/student travel funds. Coordinate the CSD graduate program schedule of courses each trimester and prepare contracts for part-time lecturers, practicum instructors, and student workers. Coordinate student block enrollment, course textbook adoptions, and offer faculty support in preparation for and throughout the academic terms. Support the general administration of the CSD graduate program. Serve on college and university staff committees as requested. Support the coordination of department meetings and student events. Other duties as assigned.
Responsibilities
Administrative Support to the Chair and Department of Communication Sciences and Disorders
- Work in conjunction with the Chair to provide administrative support to Chapman University’s Communication Sciences and Disorders Department.
- Maintain the Chair’s calendars. Notify Dean’s Office of department events and add to shared calendars.
- Schedule meetings, take and publish minutes. Coordinate meeting logistics including invitations, supporting materials, audio-visual equipment, catering, room arrangements, etc.
- Track budgets for the Communication Sciences and Disorders department including student worker lines and faculty/student travel. Manage student work hours and faculty travel funds.
- Process purchase requisitions, reimbursements and check requests. Responsible for researching and reconciling discrepancies and generating monthly and year-end reports.
- P-card holder and reconciliation of expense reports.
- Manage and maintain a vendor list for the CSD department.
- Record, maintain and notify ordering of assessment and treatment materials.
- Coordinate the preparation, processing, and tracking of part-time lecturer and practicum instructor contracts, ensuring contract accuracy, adherence to university deadlines, and compliance with institutional policies.
- Provide consultation, advisory, and support to faculty, chair, and staff regarding policies and procedures
- Coordinate student worker hiring processes and documentation in PeopleAdmin and orient them to the department and college.
- Coordinate and process master teaching stipends in collaboration with external clinical and educational sites, ensuring accurate documentation, timely payment, and alignment with university policy and budget requirements
- Provide PeopleSoft, Panther Analytic, PeopleAdmin, Canvas, SharePoint, Interfolio, Campus Solutions, Concur, 25Live, and other systems and applications support.
Support Graduate Academic Program
- Work collaboratively with Department Chair in the active course listing for the academic catalog.
- Coordinate student block enrollment each term, ensuring all students are placed in the correct courses, resolving registration issues, and collaborating with the Registrar’s Office to meet academic deadlines.
- Serve as the first point-of-contact for incoming student inquiries, providing timely, accurate, and professional responses regarding departmental processes, program requirements, and available resources.
- Enter textbook adoptions and keep required textbook information current. Run textbook queries to ensure all courses have assigned adoptions.
- Work collaboratively with Chair in reviewing, editing and processing of catalog and Curriculog changes.
- Maintain onboarding polici
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