Office Coordinator, Planned Giving

Pepperdine University; Malibu (CA); On-site; USD 32,000 - 35,000; Full time

Job summary

Pepperdine University is seeking an Office Coordinator to support the Planned Giving team with daily administrative operations, outreach, marketing, and event planning while maintaining professionalism and discretion.

Primary duties include managing workflows, handling invoices and subscriptions, updating the department website, coordinating travel, scheduling, donor communications, data entry in Raiser's Edge, and maintaining prospect files and team tracking sheets.

Qualifications

• Bachelor’s Degree or 2 years of general office experience requiring proficiency in professional protocol.
• Excellent verbal communications and document editing skills.
• Attention to detail.
• Organizational skills.
• Marketing skills and experience.
• Professionalism.
• Ability to work independently.
• Excellent interpersonal and writing skills.
• Basic computer skills.
• Proficiency with Microsoft / Apple / Google office suite and ability to use the copier.

Responsibilities

• Manage the daily administrative operations for the Planned Giving team to ensure efficient office workflows and provide consistent, high-level support for all staff members.
• Oversee financial operations, including processing invoices, managing professional services, and handling subscriptions.
• Assist the Planned Giving team with print and digital outreach and marketing, including the maintenance and optimization of the department website.
• Assist with event planning and communication efforts, as well as donor outreach to strengthen key relationships.
• Support the Planned Giving staff by managing confidential correspondence and streamlining communication. Handle scheduling, travel arrangements, reimbursements, as well as credit card reallocations and substantiations.
• Enter data/activity into Raiser's Edge, and answer telephones.
• Open, prioritize, and distribute incoming mail.
• Create and maintain prospect files and team-tracking sheets.

Skills

Bachelor's Degree

Verbal communications

Editing documents

Attention to detail

Organizational skills

Marketing experience

Professionalism

Independence

Interpersonal skills

Writing skills

Basic computer skills

MS Office / Google Suite

Education

Bachelor's Degree

Tools

Raiser’s Edge

Adobe Acrobat

Adobe InDesign

CRM database software

PeopleSoft

Sheets / Excel

Job description

The Office Coordinator oversees the day-to-day operations of Advancement’s Planned Giving team, assists in outreach, marketing, and event planning efforts, and provides administrative support to Planned Giving staff, all while maintaining a professional level of attention to detail, accuracy, timeliness, confidentiality, and discretion.

Duties

• Manage the daily administrative operations for the Planned Giving team to ensure efficient office workflows and provide consistent, high-level support for all staff members.
• Oversee financial operations, including processing invoices, managing professional services, and handling subscriptions.
• Assist the Planned Giving team with print and digital outreach and marketing, including the maintenance and optimization of the department website.
• Assist with event planning and communication efforts, as well as donor outreach to strengthen key relationships.
• Support the Planned Giving staff by managing confidential correspondence and streamlining communication. Handle scheduling, travel arrangements, reimbursements, as well as credit card reallocations and substantiations.
• Assist in Heritage Society communications and stewardship efforts.
• Enter data/activity into The Raisers' Edge (Advancement's donor management database), and answer telephones.
• Open, prioritize, and distribute incoming mail.
• Create and maintain prospect files.
• Create and maintain team-tracking sheets and prospect lists.
• 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:

• A Bachelor’s Degree or 2 years of general office experience requiring proficiency in professional protocol.
• Excellent verbal communications and document editing skills.
• Attention to detail.
• Organizational skills.
• Marketing skills and experience.
• Professionalism.
• Ability to work independently.
• excellent interpersonal and writing skills.
• Basic computer skills.
• Proficiency with Microsoft / Apple / Google office suite and ability to use the copier.

Preferred:

• A Bachelor's Degree.
• Two years of experience in marketing, event planning, editing and content creation.
• Proficiency with Sheets/Excel.
• Experience with Adobe Acrobat or Adobe InDesign, Raiser’s Edge or other CRM database management software, PeopleSoft or other financial database programs.

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

Expected Pay Range: $22.93 - $25.48 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.