Operations Coordinator

Pepperdine University; Malibu (CA); On-site; USD 34,000 - 37,000; Full time

Job summary

Pepperdine University in Malibu, CA seeks an Operations Coordinator to create a positive first impression for guests and visitors and to ensure a smooth reception operation for the President and Executive Vice President’s office suites. You will supervise a team of student employees and coordinate with multiple departments to maintain security and efficiency.

Applicants should hold a bachelor's degree and have 1 year of office experience, strong communication, and a proactive, confidential

Qualifications

• Bachelor's degree required or equivalent professional experience.
• One year of office settings and/or administrative experience.
• Proactive, responsive, and able to maintain confidentiality.
• Professional demeanor and strong interpersonal communication.
• Ability to coordinate with University administrators, staff, and vendors.

Responsibilities

• Greet guests warmly and manage reception for the President and Executive Vice President’s suites.
• Direct calls, enforce security protocols, and coordinate mail and deliveries.
• Supervise student employees, hire/train/schedule, and guide daily tasks.
• Coordinate events, RSVPs, and meeting setups across the 4th floor spaces.
• Manage office expenditures and maintain break rooms and supply stock.

Skills

Professional demeanor

Interpersonal communication

Administrative support

Computer skills

Organize & prioritize under pressure

Initiative & ownership

Confidentiality

Collaborate with diverse stakeholders

Education

Bachelor's degree

Tools

Google Suite

Microsoft Office

Job description

The Operations Coordinator creates a positive first impression for all guests and visitors, ensures a smooth and efficient reception operation for the President and Executive Vice President’s office suites, and supervises a team of student employees.

Duties

• Responsible for creating a positive first impression for all guests and visitors, ensuring a smooth and efficient reception operation, and maintaining a high level of security awareness. Warmly greet and assist guests, making them feel comfortable and valued. Manage incoming calls and direct them to the appropriate department or individual. Understand security protocols and the ability to respond effectively to security issues.
• Manage various confidential projects of high priority and critical for the smooth function of the Executive Vice President's office, including execution and appropriate follow-through, developing and carrying out best practices, and establishing continual symmetry in all business procedures. This includes assisting various departments with projects (i.e., data management on Excel spreadsheets, mailings, event coordination, photocopying, etc.) as well as serving as the main contact for the mailroom on incoming and outgoing deliveries and other duties as assigned.
• Manage and maintain stock and cleanliness of the executive level break rooms and kitchens, storage rooms, and copy machine room. Liaison to Nespresso machine for maintenance training, and orders all supplies.
• Manage and process the administrative office expenditures, including reallocation and substantiation of University credit cards.
• Supervise President Associates which includes interviewing, hiring, training, scheduling, evaluating, counseling and coaching. Provides instruction, mentorship, and feedback on daily duties and assigned projects. Fosters a positive, enjoyable, productive, and team-focused work environment.
• Responsible for receiving and managing RSVPs for various events for the President and Executive Vice President's office (i.e., Veterans Reception, Essential Holiday Open House, University Board, VIP Luncheons, etc.).
• Manage the 4th floor conference rooms and hoteling office reservations in 25Live and coordinate with essential vendors/caterers and internal departments on meeting set up.
• Primary contact for facility maintenance requests for the fourth floor of Thornton Administrative Center. Coordinate facility requests and follow-up of all projects done by facilities and various offices on any required facility issues.
• Perform other duties as assigned.
• Upholds 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.
• One year of office setting and/or administrative experience.
• Appropriate sense of urgency and responsiveness.
• Must possess a professional demeanor.
• 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.

Preferred:

• Two or more years of experience in an office setting and/or administrative position.
• Familiarity with Pepperdine University and its Christian mission.
• Ability to adapt and learn new technology.
• Familiarity with Google Suite and Microsoft Office.

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

Expected Pay Range: $25.00 - $27.40 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.