Business Services Specialist

Pepperdine University; Malibu (CA); On-site; USD 35,000 - 38,000; Full time

Job summary

Pepperdine University in Malibu seeks an Administrative Specialist to support the office of the Associate Vice President for Human Resources and Business Services, coordinating cross-functional initiatives and daily operations to boost divisional efficiency.

You will manage calendars, meetings, travel, vendor docs, and communications, prepare reports, and assist with audits and onboarding, while representing the division professionally to partners and leadership.

Qualifications

• Bachelor’s degree required.
• 1–2 years of professional or educational experience in related fields or faith-based higher education.
• Superior verbal and written communication skills.
• Ability to manage multiple priorities and meet deadlines with attention to detail.
• Strong organizational, planning, and time management skills.
• Proficiency with Google Suite and Microsoft Office applications.

Responsibilities

• Maintain and administer calendars for divisional leadership.
• Coordinate meetings, room reservations, and travel arrangements.
• Prepare and distribute presentations, reports, and communications.
• Manage vendor documentation, COIs, and financial transactions per procedures.
• Support divisional operations, audits, onboarding/offboarding, and compliance.
• Provide hospitality and professional service to guests and partners.

Skills

Verbal and written communication

Multitasking

Discretion & confidentiality

Customer service

Team collaboration

Adaptability

Education

Bachelor’s degree

Tools

Google Suite

Microsoft Office

Excel

PowerPoint

Job description

The Administrative Specialist supports the operations of the office of the Associate Vice President for Human Resources and Business Services and plays a central role in advancing the operational effectiveness of the Business Services division.

This position is responsible for driving projects forward, coordinating cross-functional initiatives, and supporting daily operations across the Business Services division. Serving as a central point of coordination for the division, the Administrative Specialist partners with internal departments and external business partners to ensure alignment, execution, and delivery of high-quality service.

The Business Services division oversees campus dining services, bookstores, licensing, vending, summer conferences, filmings, and the on-campus Executive Center. This position plays a key role in supporting these areas through collaboration, project coordination, benchmarking, walk-throughs, reporting, audit processes, operational implementation, and provides additional support across Business Services operations as needed.

As a member of the Chief Operations Officer central administrative team, the Administrative Specialist contributes directly to the success of the COO area by supporting strategic initiatives, managing operational processes and workflows, and maintaining a professional, efficient, and hospitable office environment. This position regularly interfaces with colleagues, senior leadership, and external partners, and is expected to represent the division with professionalism, discretion, and excellent communication.

The Administrative Specialist embodies and promotes a workplace culture aligned with Pepperdine University’s mission—pursuing excellence, fostering collaboration, and supporting a high-performing, values-driven environment.

Duties

• Operations:
  • Maintain and administer the division’s project management system and operational tracking tools, ensuring priorities, timelines, and deliverables are clearly tracked, accurate, and executed
  • Track and maintain required vendor documentation, including Certificates of Insurance (COIs) and POI forms for third-party staff, ensuring compliance with, and completion of, all University requirements
  • Coordinate operational logistics related to campus services, assets, and vendors, including equipment removal, relocation, replacement, and installation
  • Coordinate cross-functional projects and initiatives with internal stakeholders and external business partners to drive alignment and execution
  • Coordinate and communicate operational updates to internal stakeholders and business partners, including hours of operation, service changes, emergency notifications, and construction impacts
  • Develop, review, and edit high-quality presentations, reports, and communications to support divisional initiatives and leadership priorities
  • Conduct research and benchmarking to support operational improvements and strategic decision-making
  • Support planning logistics, coordination, and execution of divisional and University initiatives (e.g. New Student Orientation, Board of Regents meetings)
  • Conduct operational walk-throughs; identify issues, initiate work orders, and provide follow-up communications to stakeholders and business partners
  • Support internal and operational audits, onboarding/offboarding processes, and other compliance-related processes
  • Provide support to the Emergency Operations Committee and other cross-functional assignments as needed
• Administrative and Communications:
  • Manage calendars for divisional leadership
  • Coordinate meetings and administrative logistics, including room reservations, virtual meeting links, materials preparation and distribution, and follow-up
  • Serve as a central point of contact for division communications and incoming requests, providing timely and professional communications and responses, including drafting correspondence and ensuring accurate routing of requests and updates
  • Maintain office operations, including supplies, equipment, and shared spaces, and support day-to-day administrative needs across the division
  • Process credit card reallocations and substantiations, recharge forms, and routine financial transactions in accordance with University procedures.
  • Support divisional operational and financial processes, including purchase orders, submitting vendor setup forms, processing invoices, and tracking expenditures
  • Maintain highly organized divisional files, contracts, records, and documentation
  • Develop and maintain spreadsheets, tracking tools, and administrative systems to support operational efficiency
  • Coordinate travel arrangements and logistics
• Hospitality:
  • Serve as a welcoming and professional presence for guests, partners, and colleagues
  • Coordinate hospitality elements for meetings and events, including catering, setup, meeting materials, and guest experience details
  • Provide responsive and professional service via phone and email, including handling inquiries and directing requests appropriately
  • Coordinate and support gift selection and procurement for divisional initiatives, events, and external partners
  • Host events and well-represent the University with professionalism, discretion, and strong interpersonal communication
• Complete other duties as assigned.
• Uphold the University mission through all 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
• 1-2 years of professional or educational experience in related fields or faith-based higher education
• Superior verbal and written communication skills
• Ability to manage multiple priorities, meet deadlines, with excellent attention to detail
• Superior organizational, planning, and time management skills
• Ability to quickly learn new processes and adapt to changing priorities
• Ability to work both independently and collaboratively in a team environment
• High level of discretion, professionalism, and confidentiality
• Exceptional aptitude for customer service
• High level of initiative, responsiveness, follow-through, with a proactive, solutions-oriented approach
• Proficiency in Google suite and Microsoft Office (Excel, Word, PowerPoint, etc)
• General familiarity with office equipment (printers, scanners, copiers, phone systems, etc)
• Commitment to the highest ethical standards and excellence in every aspect of work
• Joyful, optimistic, and service-oriented demeanor
• Passionate commitment to Pepperdine University’s mission, vision, values, and goals

Preferred:

• Familiarity with Pepperdine University
• Experience or background in faith-based higher education

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

Expected Pay Range: $25.48 - $27.64 per hour

The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. 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.