Operations Coordinator, Executive Vice President's Office

Pepperdine University•Malibu, CA

2d•$25 - $27

About The Position

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. 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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.