Special Programs Manager

Pepperdine University; South Bend (IN); On-site; USD 70,304 - 72,000; Full time

Job summary

Pepperdine University is seeking a Special Programs Manager to uphold and expand the University’s commitment to hospitality and customer service. This role entails planning and overseeing filming and events by external organizations while ensuring excellence during summer programs.

The ideal candidate should possess a Bachelor's degree with 2-3 years of relevant experience, strong communication skills, and a passion for the University’s mission. This position offers a salary range of $70,304 - $72,000 per year.

Qualifications

• 2-3 years of professional experience in event planning/management or equivalent experience in faith-based higher education.
• Passionate commitment to Pepperdine University and its mission, vision, values, and goals.
• Ability to work weekends, some holidays, and evenings as needed.

Responsibilities

• Serve as point person for summer clients coordinating with staff to provide hospitality.
• Oversee all aspects of commercial films on campus.
• Plan and support one-day events including Farmer's Market and retreats.

Skills

Excellent oral communication skills

Superior written communication

Exceptional organization, planning, and time management skills

Ability to meet deadlines and manage competing priorities

Creative and solutions-oriented approach to problem-solving

Superior aptitude for customer service and hospitality

Education

Bachelor’s degree

Tools

Microsoft Office (Excel, Word, PowerPoint)

Google Suite

Job description

The Special Programs Manager is responsible for upholding, fostering, and expanding the University’s commitment to hospitality and excellence in customer service. Working with external and internal stakeholders, this position is responsible for advancing the legacy of Pepperdine University, and contributing both financially and non-financially to the welfare of the University community. Collaborating with these stakeholders furthers the University’s mission while providing a world-class experience to all who visit the campus. This position requires a proactive and optimistic servant leader, willing to take the steps necessary to further the department and Pepperdine University as a whole. This is a highly visible role, which necessitates a variety of communication, patience, determination, and critical thinking in order to thrive.

This role is responsible for planning, organizing, and overseeing filming and 1-day events by external organizations coming to Pepperdine’s Malibu campus. Additionally, the Special Programs Manager plays a critical role in the summer programs in ensuring excellence in the execution of events and overnight stays as an outstanding exemplar for the Pepperdine community. This position is a critical point person for groups coming to campus to ensure strong hospitality. Due to the department’s varied needs, the Special Programs Manager must be willing to work flexible hours, including late nights and weekends as needed. The Special Programs Manager reports to the Director of Special Programs and assists in strategizing efforts for increasing revenue through efficient, mission-aligned use of the University’s campuses and centers.

Duties

• Lead Summer Operations
  • Serve as point person for summer clients coming to Pepperdine's Malibu campus, coordinating with any temporary staff or student employees in order to provide world-class hospitality and customer service for all guests.
  • Anticipate clients' needs and proactively communicate information that is critical to a successful summer program, as well as ensuring the University's needs are met.
  • Work with numerous internal and external stakeholders to ensure the success and reputation of the department.
  • Undertake and delegate the various daily, weekly, and ad hoc tasks needed to run a summer program.
• Manage Film Requests
  • Oversee all aspects of commercial films on campus, including hosting scouts, reserving locations, coordinating between stakeholders to ensure a successful program, managing production crew day, and representing Pepperdine.
  • Promptly communicate with all university stakeholders before any filming to ensure approval.
  • Conduct needs assessments and continually develop better processes.
  • Direct and negotiate document acquisition for filming, pursuant to University policies with regard to insurance requirements and contracts.
  • Generate and review compliance materials for films, and internal programs, including, but not limited to, insurance, University policies, and contracts.
• One-Day Event Coordination
  • Plan, organize, implement, and support the communication and coordination for one-day events, Farmer's Market, special requests, retreats, conferences, summer programs, and external rentals.
  • Direct and negotiate document acquisition for events and rentals pursuant to University policies with regard to insurance requirements and contracts.
• Supervise Student Employees
  • Oversee hiring, scheduling, mentoring, and supervising of student employees in alignment with the University's mission and consistent with the principles of the Living Pepperdine initiative, with a specific focus on satisfaction and integration into the larger Pepperdine community. Seasonal employees significantly increase in the summer to respond to client needs and summer programming.
  • Provide varied and relevant assignments to students in order to build their professional experiences.
• Manage Office Operations
  • Process vendor payments, credit card billing, recharge forms, and reconciliations; manage student timecards; manage files; formulate and maintain spreadsheets and databases; interface with departments and outside vendors; coordinate travel arrangements; review incoming mail; maintain office supplies, equipment, and the breakroom.
• Client Communication
  • Supervise and ensure excellence in proactive client communications, organization of events and programs, site visits, and coordination of services provided.
  • Anticipate client needs and work interdepartmentally to address any questions.
• Increase Revenue
  • Initiate and develop research to increase revenue related to films and internal client programming.
  • Assist in the department's overall strategic efforts for expansion through mission-aligned use of all University-associated campuses and strategic improvements.
• Vendor Coordination
  • Coordinate, negotiate, and better implement relationships and communication with vendor services, such as dining, catering, and linen providers, on behalf of the department.
• Visiting Faculty Hospitality Management
  • Coordinate visiting faculty apartments during the summer months.
  • Communicate arrival and departure dates with visiting faculty and stakeholders.
  • Provide friendly and warm hospitality to faculty and guests staying on campus.
• Complete other duties as assigned.
• Uphold the University's 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
• 2-3 years of professional experience in event planning/management or equivalent experience in faith-based higher education.
• Passionate commitment to Pepperdine University and its mission, vision, values, and goals
• Commitment to the highest ethical standards, with personal and professional character and integrity beyond reproach
• Collaborative approach to work with a demonstrated ability to build relationships with a variety of personalities and work styles
• Excellent oral communication skills
• Superior written communication
• Superior discretion and confidentiality
• Exceptional organization, planning, and time management skills
• Appropriate sense of urgency and responsiveness
• Ability to meet deadlines and manage competing priorities
• Ability to work weekends, some holidays, and evenings as needed
• Ability to quickly learn new processes and procedures and adapt to assignment changes
• Ability to work both independently and as part of a team
• Creative and solutions-oriented approach to problem-solving
• Superior attention to detail
• Superior aptitude for customer service and hospitality
• High levels of initiative and a proactive approach to work
• Joyful and optimistic demeanor
• Familiarity and knowledge of Microsoft Office (Excel, Word, PowerPoint) and Google Suite
• General familiarity with office printers, scanners, copiers, phone systems, etc.

Preferred

• Familiarity with Pepperdine University business practices
• 1 or more years of experience in event planning within a faith-based higher education setting
• Salesforce or similar CRM implementation and/or use in a professional setting
• Experience with business process documentation, development, and improvement

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

Expected Pay Range: $70,304 - $72,000 per year

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.