Job Description

Position Title:

Associate Director of Administrative Operations

Position Type:

Regular

Job Number:

SA63424

Full or Part Time:

full-time 40 hours weekly

Fair Labor Standard Act Classification:

Exempt

Anticipated Pay Range:

$85,000 - $92,000

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 candidates qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Job Description Summary:

The Associate Director of Administrative Operations reports directly to the Vice Provost for Undergraduate Education and Student Success (VPUESS) and provides overall leadership, direction, and management of the VPUESS offices financial, human resources, and administrative operations to provide maximum customer service to faculty, staff, and students.The Associate Director assists the VPUESS with ongoing operational and project-based priorities and activities related to current academic affairs. The position coordinates the work of the VPUESS office in support of institutional priorities and assists the VPUESS with a wide range of confidential, complex, and sensitive executive and administrative duties. The position also directly supervises administrative support staff within the VPUESS office.

Please note that this position is in person in Orange, CA, and will begin on November 1, 2025. Responsibilities:

Executive-level assistance to the VPUESS

• Keep the VPUESS apprised of significant issues, ensure various perspectives are presented accurately and objectively, and identify practical approaches to resolve issues.
• Support the Vice Provost in administrative operations and systems that facilitate divisional services and functions.

Operational Management

• Schedule, manage agendas, maintain records (including Canvas Dens) and minutes for the following groups: Undergraduate Assembly, Undergraduate Academic Council (UAC), and General Education Committee.
• Each semester, manage processes for syllabi database and missing grade submissions. Create, maintain, and distribute Academic Administrators Directory.

Budget Management

• Assist the VPUESS in setting the annual budget and overseeing financial policy and procedures for the following units: the Office of Academic Advising, the Center for Undergraduate Excellence, the General Education Program, the Tutoring and Learning Center, and the University Honors Program (manage annual budgets, including line transfers, reconciling accounts, and generating monthly and year-end-reports).
• Ensure fiscal responsibility for all units and compliance with university fiscal policies.
• Oversee and reconcile overall expenditures and non-compensation budget lines, including addressing variances, resolving budgetary issues, recommending funding sources, and preparing drafts for the annual enhancement process.
• Provide oversight of endowed funding from various sources.
• Assist with compensation resource management, specifically student labor and administrative/staff lines.
• Review, analyze, and approve purchasing, expenses, and internal funding in accordance with budget guidelines and fiscal policy.
• Manage and oversee fiscal close by ensuring adherence to fiscal policy, year-end deadlines, and procedures.
• Control and administer faculty, staff, and admin travel by setting budgetary limits, approving expenses, ensuring adherence to fiscal policy, and reconciling budgets.
• Manage processes for budget requests across office units.

Staff Management

• Serve as direct supervisor over administrative staff and student employees within the VPUESS office.
• Assess staffing needs and oversee human resource functions within the office including hiring, evaluations, promotions, salary increases, and terminations.
• Provide leadership, direction, and resources to ensure office goals and initiatives are met. Provide feedback, training, and professional growth opportunities.
• Manages necessary employee corrective action and discipline issues objectively, in consultation with HR.
• Provides leadership by managing staff meetings.
• In coordination with HR, support administrative personnel processes and maintain HR documentation related to policies, procedures, HR system access, employee performance, time reporting, benefit usage, FMLA, disability leave, etc.

Other duties as assigned. Required Qualifications:

• Bachelors degree with a minimum of 7 years experience providing administrative, operational, and financial support to senior management
• Ability to present information in a clear and concise manner both in writing and verbally.
• Knowledge of management principles
• Ability to direct, manage, implement, and evaluate office operations
• Ability to establish goals and objectives that support the strategic plan of the office
• Ability to effectively plan, delegate, and/or supervise the work of others
• Ability to lead, motivate, develop, and train others
• Proven interpersonal skills with peers throughout the organization; service orientation; critical thinking; attention to detail; ability to multi?task in a high?volume environment, organizational skills
• Ability to maintain confidentiality at all times
• Demonstrated supervisory skill to hire, train, direct, and motivate staff to meet stated goals and objectives and the ability to monitor and evaluate performance
• Experience performing analytical studies related to departmental resources across the departments/programs
• Knowledge of and experience in applying budgeting and financial management policies and best practices and developing related internal controls
• Skill in evaluating and analyzing data and information to identify patterns, trends, and relationships, and applying the concepts to formulate logical conclusions or recommendations
• Ability to adapt to changing priorities
• Strong communication and interpersonal skills to convey accurate information in a professional manner and ability to interact with a diverse group of individuals at all organizational levels, both inside and outside the university
• Ability to handle complex situations and multiple responsibilities simultaneously assisting with long?term projects with the urgency of immediate demands
• Organizational and time management skills, with the ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload and carry them out in a timely manner to meet deadlines
• Ability to use Microsoft Office suite including Word, Excel, and Outlook, as well as Canvas learning management system

Desired Qualifications:

• Masters degree
• Experience working in higher education
• Technical skills to learn and use enterprise systems and applications needed for the position (Modern Campus web editing system; Acalog; Curriculog)

Special Instructions to Applicants:

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. 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:

3

Maximum Number of References:

5

Chapman University

Job Tags

Full time, Part time, Work at office, Immediate start, Work visa,

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