Office Coordinator, University Events

Pepperdine University; Malibu (CA); On-site; USD 30,000 - 34,000; Full time

Job summary

The University Events Office Coordinator at Pepperdine University Advancement supports a wide range of office and event administration for University Events, including coordinating details with multiple departments and handling guest inquiries and logistics.

You will help prepare event collateral, manage purchases and expenses, maintain digital files and the University Events website, and assist with graduations, galas, conferences, and other campus events.

Qualifications

• High school diploma required.
• Minimum one year office and events planning experience.
• Experience with university event systems (CVent, 25Live, Raiser's Edge).
• Strong written and oral communication skills.
• Ability to manage multiple schedules under pressure.
• Self-starter and team player.
• Preferred: Bachelor's degree.

Responsibilities

• Serve as primary contact for department administrative services and inquiries.
• Manage daily administrative needs and liaise with various university departments.
• Prepare event collateral such as RSVP lists, name tags, and scripts.
• Handle financial activities, PO records, and invoicing processes.
• Assist with working events including graduations and galas.
• Maintain the University Events website in coordination with Marketing.
• Support IT and facility requests for the department.
• Attend staff meetings and participate in special projects.

Education

High school diploma

Bachelor's degree

Tools

CVent

Trumba

Google Suite

25Live

CANVA

PeopleSoft

Raiser's Edge

Job description

The University Events Office Coordinator position provides a variety of office and administrative functions for the department of University Events. As part of the Pepperdine University Advancement team, University Events produces and manages high-quality events for our clients, providing the presidential standard of hospitality across Pepperdine's unique and diverse schools.

Duties

• Serve as primary contact for University Department administrative services: maintain digital files on team's Google Drive, manage office supply inventory, handle department phone and email inquiries, directing guests to appropriate party promptly and efficiently.
• Manage the daily administrative needs for the department, work closely with the Assistant Vice Chancellor, Senior Director, Assistant Directors, Event Managers, Senior Event Coordinator, and serve as a liaison for various University departments and external contacts.
• Prepare event collateral: RSVP list, dietary restrictions, name tag, place cards, scripts, event supplies, renting electronics, etc.
• Manage financial activities such as credit card reallocations and substantiations, expense reports, petty cash reports, and eCommerce orders for the University Events Department.
• Assist with all purchase orders related to events for the University Events department. Track and manage PO records and submit invoices to OpenInvoice, ensuring accurate and timely processing.
• Assist with working events, including graduations, galas, conferences, dedications, major donor events, and all functions executed by the Office of the President, when necessary.
• Maintain the University Events website in coordination with Pepperdine's Integrated Marketing and Communications team.
• Initiate technical and operational requests regarding computer, telephone, vehicles, and physical facility needs for the department.
• Participate in various staff, team, and committee meetings or activities. Assist with special projects and events as assigned by University leadership. Stay informed about University policies, procedures, and events to provide accurate and helpful information to students, faculty, and staff.
• 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:

• High school diploma.
• A minimum of one year of office experience and experience with special events planning, fundraising management, or alumni and volunteer relations management.
• Comfort and confidence in computer skills (CVent, Trumba, Google Suite, 25Live, CANVA, PeopleSoft, Raiser's Edge).
• Strong oral and written communication skills.
• Event coordination assistance skills.
• Effective interpersonal and public relations skills.
• Is a self-starter with strong organizational skills and the ability to work as a team member.
• Demonstrates effective communication and creative problem-solving skills.
• Is results-oriented, task-driven, and has excellent organizational skills.
• The ability to maintain multiple schedules and perform well under pressure, individually and as part of a team.
• Adaptable and able to respond to any updates, changes, or modifications in a timely manner. University Events works collaboratively with internal university departments to ensure event guidelines and campus-wide policies and procedures are upheld.

Preferred:

• A bachelor's degree.
• Two years minimum office and experience with special events planning, fundraising management emphasis, or alumni and volunteer relations management.

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

Expected Pay Range: $22.06 - $24.51 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.