Administrative Assistant

Pepperdine University; Calabasas (CA); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Competitive benefits package

Job summary

Pepperdine University in California seeks an Administrative Assistant for the School of Nursing to support the dean, associate dean, faculty, and academic programs. The role handles calendars, meetings, budgeting, records, communications, and special projects, enabling the school to advance its mission and serve students, partners, and communities.

A Bachelor's degree, strong organizational skills, and proficiency with Google Workspace and Microsoft Office are preferred.

Qualifications

• Bachelor's degree required.
• Strong interpersonal communication and administrative support skills.
• Proficient with Google Workspace and Microsoft Office.
• Ability to organize, prioritize, and work under pressure.
• Ability to maintain confidentiality.
• Excellent collaboration with administrators, faculty, staff, students, vendors, attorneys, and officials.
• High digital/technical proficiency.

Responsibilities

• Support the dean, associate dean, and faculty with administrative needs.
• Coordinate meetings and manage calendars.
• Handle course scheduling, student correspondence, and records.
• Coordinate events for the School of Nursing.
• Process vendor payments, credit card billing, and reconciliations.
• Draft memoranda and reports; prepare for meetings (catering, etc.).
• Manage communications via email and phone; apply tech solutions to improve efficiencies.
• Plan and monitor special projects; research resource requirements.
• Support broader administrative functions of the College of Health Science.

Skills

Interpersonal communication

Administrative support

Computer skills

Organize and prioritize

Initiative & ownership

Confidentiality

Collaboration with stakeholders

Google Workspace

Microsoft Office

Digital/technical proficiency

Education

Bachelor's degree

Job description

The Administrative Assistant for the School of Nursing (SON) will provide administrative support to the dean, associate dean, and faculty while also supporting the administrative needs of the school and its academic programs. In turn, the school will advance the University’s mission and strategic plan by developing skilled healthcare professionals who seek to lead while serving our communities and the world. In supporting the college in achieving its mission, the Assistant will advance Pepperdine’s mission and strategic plan.

Duties

• Responsible for supporting the administrative needs of the dean, associate dean, and faculty.
  • In performing these duties, the administrative assistant may manage administrator/faculty calendars and interact with both internal and external executives, assistants, and consultants.
  • Coordinate a variety of meetings.
  • Perform a range of other administrative tasks related to the development and delivery of academic programming, including, but not limited to, course scheduling, student correspondence, maintaining records, and similar tasks.
  • Coordinate events on behalf of the SON.
• Conduct a wide range of administrative tasks:
  • Organize and maintain files.
  • Process vendor payments, credit card billing, and reconciliations.
  • Maintain and ensure the confidential and accurate storage and handling of program data and records.
  • Formulate and maintain spreadsheets and databases.
  • Draft memoranda and reports.
  • Prepare for meetings, including catering and meal requests.
• Manage SON communications:
  • E-mail, telephone calls, and incoming and outgoing correspondence.
  • Apply technological support solutions to improve efficiencies.
• Plan and monitor special projects for the SON,
  • Proactively research and determine available resource requirements.
  • Utilize appropriate technologies/methodologies to help administratively support project completion.
• Support the broader administrative functions of the College of Health Science, including providing administrative support to college staff and personnel.
• Perform other duties as assigned.
• Uphold University mission through work performed.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required:

• Bachelor's degree.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills.
• Ability to organize, prioritize, and perform work while under pressure.
• Ability to proactively address issues and take initiative and ownership of projects.
• Ability to maintain confidentiality of highly sensitive matters.
• Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
• Proficiency with Google Workspace (Gmail, Docs, Sheets, Slides) and Microsoft Office (Word, Excel, PowerPoint).
• High level of digital/technical proficiency.

Preferred:

• Two or more years of experience in an office setting and/or administrative position.
• Familiarity with Pepperdine University and its Christian mission.

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $22.11 - $25.96 per hour

Benefits

• In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.