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Chapman University · 5 days ago

Capital Project Specialist

Orange, CA

Full-time

Onsite

Mid, Senior Level

$75K/yr - $95K/yr

5+ years exp

Chapman University is seeking a Capital Project Specialist to provide executive-level administrative support to the Vice President of Campus Planning and Design. The role includes managing the VP's schedule, coordinating Board-level committee activities, and overseeing operations of the Office of Campus Planning and Design.

Higher EducationNon ProfitSTEM EducationUniversities

Hiring Manager

Cindy Nelson

Responsibilities

Provide executive level administrative support

Serve as the primary point of initial contact between the VP CP&D and campus and external constituencies, including but not limited to senior university leadership, academic leaders, campus colleagues, administrative partners, members of the governing boards, external professionals and vendors

Maintain the VP CP&D’s busy calendar with all associated details, confirmations, and arrangements; prioritizing and managing visits and meeting requests; maintaining knowledge of campus resources to accomplish a well managed calendar

Manage communication and logistics with discretion, good judgment, efficiency, and completion

Administer VP CP&D’s travel, professional memberships, and licenses

Maintain digital files and filing system for VP CP&D

Establish and maintain contact with divisional staff, partnering divisions, key administers, and membership organizations with whom the VP CP&D works closely

Maintain high level knowledge of the university organization and campus activities in order to support the VP CP&D’s Senior Staff role

Develop and prepare non-routine responses, reports and correspondence that can be sensitive and confidential in nature

Provide support to the VP CP&D for Board-level committee activities and responsibilities

Coordinate activities and materials related to Board-level Real Estate and Campus Development Committee for which VP CP&D serves as senior staff liaison. Activities include: calendaring and meeting arrangements; preparation and distribution of meeting notices, agendas, and presentation materials; quorum logs; committee contact lists and committee schedule

Prepare meeting minutes, track and record board committee decisions; track action items; maintain board-related files, and obtain approvals on board minutes per approved procedures

Manage operations of the Office of Campus Planning and Design

Contribute to management of divisional operating budget by processing invoices; preparing expense reports; preparing monthly reconciliation reports; assisting in preparing monthly and annual operating budget reports

Monitor, sort, distribute and/or handle communication received through divisional email and other sources, employing discretion and broad awareness of organization and priorities

Coordinate routine and special office activities, including monthly team meetings, occasional and seasonal special activities, and annual team retreat. Prepare divisional meeting agendas, take notes, track and close out action items

Hire, on-board, and track schedules of student assistants

Maintain the CP&D divisional calendar, including vacation and absence schedules for CP&D staff

Assist in the preparation of annual reports and annual goals of the division

Contribute to CP&D website content and maintenance

Organize and maintain electronic filing system for office operations in accordance to regulations, policies, and best practices

Perform other office operational tasks as necessary for smooth divisional operations. Example: emergency contacts and protocols

Provide support to the VP CP&D for university-wide and national professional role and responsibilities

Prepare and/or review materials, special reports and presentations in support of VP CP&D’s role as senior staff member and as board member of national Association of University Architects

Schedule meetings, create agendas, prepare and distribute materials, and follow up on items related to VP CP&D’s active leadership roles

Qualification

Critical Path Method schedulingProject coordinationBachelor’s degree in architectureOrganizational skillsWritten communicationVerbal communicationRelationship building

Required

Bachelor's degree in architecture, construction management, engineering, interior design, or related field from an accredited degree program

Five or more years of proven experience in coordinating complex, integrated, resource-loaded schedules, and Critical Path Method scheduling techniques for design and construction projects

Superior organizational, written, and verbal communication skills

Ability to build strong working relationships with project teams and department staff

Must be local to Southern California