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Administrative Assistant
Administrative AssistantChapman University • Orange, CA, US
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Administrative Assistant

Administrative Assistant

Chapman University • Orange, CA, US
[job_card.30_days_ago]
[job_preview.job_type]
  • [job_card.full_time]
[job_card.job_description]

Job Description Summary The Administrative Assistant will provide administrative support to Financial Services. Serve as the first point of contact for visitors to the financial services department, answering phones and sorting mail for the department. Process purchase orders, receiving invoices in PeopleSoft and creating check requests for processing. Maintain office supplies and files. Responsibilities Administrative and Office Support :

  • Answer and route phone calls, greet visitors, and respond to general inquiries for Financial Services.
  • Sort and distribute mail to the Financial Services office, twice daily.
  • Order, stock and organize office supplies and scanning documents.
  • Create PR / PO and receive invoices in PeopleSoft
  • Maintain printer, fax machine and copier.
  • Process car registration renewals and other DMV related processing for University.
  • Provide general guidance on administrative processes throughout the department.
  • Support university departments and staff in navigating PeopleSoft.
  • Maintain cart usage and maintenance.
  • Coordinate internal department activities, such as meetings, celebrations, and team events.
  • Other duties as assigned.

Accounts Payable and Payroll Support

  • Sort, organize, and distribute accounts payable checks by mail or pickup.
  • Review and batch invoices and non-PO request forms for accuracy.
  • Research payments for suppliers and employees using PeopleSoft.
  • Create check requests for processing.
  • Assist payroll and accounts payable department as backup in general processing and Glacier related administrative duties.

    • Controller Administration :

  • Manage Controller’s Calendar.
  • Assist Controller with document preparation and tracking items requiring signatures or follow-up.
  • Support the Controller and AVP of Finance on special projects, reports, and initiatives

    • Required Qualifications

  • High school diploma or equivalent
  • Experience working in an office environment or related experience.
  • Excellent interpersonal communication skills with individuals at all organizational levels, both inside and outside the University.
  • Excellent telephone and email skills.
  • Computer skills in the use of Microsoft Office.
  • Technical skills to learn enterprise systems and tools.
  • Ability to use and maintain standard office equipment, including an automated phone system, copier, fax machine, and calculator.
  • Excellent oral and written skills.
  • Skills to perform arithmetic calculations such as add, subtract, multiply, divide, and percentages.
  • Organizational skills for all functions, with the ability to deal with volume, detail, repetitive paperwork, and time constraints in a timely manner.
  • Ability to prioritize duties when faced with interruptions, distractions, and fluctuating workload.
  • Ability to work effectively as part of a team.
  • Ability to establish and maintain office files.
  • Experience planning meetings using Microsoft Outlook.
  • Ability to learn and interpret department and university policy and procedures.

    • Desired Qualifications

  • Knowledge of Chapman University’s policies and procedures
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