Operations Assistant - Temporary Assignment at InsideHigherEd

Position Title:Operations Assistant - Temporary AssignmentPosition Type:TemporaryJob Number:SA65324Full or Part Time:part-time 20-29 hours weeklyFair Labor Standard Act Classification:Non-ExemptAnticipated Pay Range:$18.00 - $22.00Pay 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.Job Description Summary:Reporting to the Business Administrator, Operations Assistants will support Musco Center departments with operational tasks and challenges. These tasks frequently include data entry, scheduling, support requests, and some administrative tasks. This support work will often require the Operations Assistant to work as project coordinator where responsibilities will include progress tracking, identifying roadblocks, and following up on requests with various team members and other campus partners. This operational support will take place in-person or remotely, as dictated by campus policy and operational need.This position will report to campus based on Musco Center and College of Performing Arts production schedules and requirements. While on-site, this position will perform an operations, security and access role.Musco Center for the Arts’ commitment to cultural equity aims to create a brave space in authentic partnership with artistic, academic, and surrounding communities to re-imagine, dream, and work toward a just, anti-racist, and equitable arts hub that reflects the community’s values and advocates for the most vulnerable. All Musco Center staff members are expected to participate fully in this work.Musco Center produces a variety of programming and has a diverse group of users – the successful candidate will navigate the season with impeccable, client-oriented service; a safety-first approach; and a desire to foster a collaborative, respectful work environment.This is temporary non-exempt staff position.Responsibilities:Administrative Operations SupportAssist administrative and operations teams on a per project basis, providing research, presentation, and meeting preparation support.Assist with invoice payment processing, supplier registration, University P-Card reconciliation and submitting purchase orders/requisition requests.Assist Musco Center staff and workgroups with projects and tasks.Field support requests from Musco Team and submit work orders with appropriate campus departmentsOn-Site SupportPerform site walkthroughs to identify potential safety, ADA, equipment, and facility issues.Facilitate check-in and check-out of individuals with approved access ensuring they meet all Chapman University and Musco Center requirements for entry.Provide information and instruction regarding Musco Center policies to all entrants.Submit facilities work requests as needed and follow up to ensure their timely completion.Set-up and break-down equipment for auxiliary building activity – such as tables, chairs, etc.Assist with education and enforcement of Covid Compliance policies.Other projects as required.Required Qualifications:A minimum of related experience in order to provide administrative support to professional staffProven ability to carry out duties in a timely manner; requesting clarification where requiredHigh level of organization and ability to follow and carry out instructionsExperience carrying out duties when faced with interruptions, distractions and a fluctuating workloadProficiency in standard business software such as Adobe Acrobat and the Microsoft Office Suite, technical aptitude to learn and work within proprietary software like Artifax and WhentoWorkStrong written communication skills to prepare clear, concise, and grammatically correct business correspondence, operational emails and reportsStrong oral communication skills to convey accurate information in a tactful and diplomatic mannerExcellent telephone etiquette skills and the ability to direct calls, give information, and take accurate and detailed messagesStrong customer service and interpersonal skills, including the ability to foster effective relationships and work with a diverse group of individuals from within and outside the University communityAbility to work independently, secure information/data, and make recommendations based upon the information/data gatheredProblem solving skills, including the ability to formulate and communicate logical conclusions and recommendationsAbility to maintain a high level of confidentialityStrong commitment to teamworkEagerness to engage in Musco Center and Chapman University’s Cultural Equity initiatives and a desire to create a just and equitable performing arts industry.Desired Qualifications:Familiarity with proper radio etiquetteFamiliarity with safe practices when working in a theaterExperience using standard office equipment such as copier, printer, scannerWorking knowledge of University policies and procedures that pertain to the duties of this positionSpecial 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:2Maximum Number of References:4