Administrative Coordinator, Straus Institute and Graduate Law Programs

Pepperdine University•Malibu, CA

7d•Onsite

About The Position

This position is responsible for managing the front office for the Straus Institute for Dispute Resolution and Graduate Law Programs. This includes answering phones, greeting all visitors, faculty and staff and general oversight of office needs. This also includes hiring and supervising a team of student employees. One of the key aspects of this position will be to assist the Managing Director, as well as the Executive Directors, with daily demands. This work requires acting with tact, diplomacy, and discretion on a variety of complex and sensitive issues. The ideal candidate should be warm and welcoming, recognizing that they will often serve as the first point of contact with faculty, staff, students, and guests on behalf of the office, while remaining proactive and efficient in a fast-paced environment. Must be able to work effectively with University administrators, potential donors, faculty, staff, and students both international and domestic.

Requirements

Bachelor’s degree and 1 year of relevant experience.
Excellent interpersonal skills and ability to work in a fast-paced, collaborative environment.
Knowledge of University organization, policies, goals and mission.
Must be detail oriented, organized, and able to balance multiple multiple assignments at one time.
Excellent communication skills both in person, on the phone and in writing.
Ability to work effectively with individuals from different backgrounds including high level international judges and students, and demonstrate a commitment to the school’s Christian mission.
This person should be someone who enjoys working with individuals from around the world.

Nice To Haves

Experience in higher education, office management, or related fields.
Experience coordinating projects, organizing information, and keeping track of deadlines.
The ability to adapt to changing priorities and shift between different types of assignments.
Strong problem-solving skills and sound judgment are important.
Comfortable communicating with individuals at different professional levels and can approach questions or challenges with patience and clarity.
Proactive, dependable, and able to take initiative when managing tasks or supporting projects.
Enjoys working with others, contributes to a positive team environment, and is willing to step in wherever help is needed.
Working knowledge or experience with Canvas, PeopleSoft and/or Salesforce.
Microsoft Office, Excel and Google Suite experience.

Responsibilities

Serve as the Managing Director's right-hand person and liaison to various constituents through written correspondence, phone, in-person contact, and in meetings as needed.
Assist with managing calendars, coordinating travel arrangements, processing credit card charges and expense reimbursements.
Assist with academic student, class and faculty needs.
Oversee payroll, expense reimbursements and per diem payments for visiting faculty.
Support Executive Director with budget items, process credit card reallocations/substantiations.
Manage the lifecycle of student employees. This includes hiring, training and supervising two-three student employees per semester.
Answer incoming phone calls and greet students, faculty and visitors entering the office and assist with any special needs.
Manage and order office supplies.
Coordinate travel. Prepare and process travel documents. Reconcile travel expenses. Arrange and confirm all lodging/hotel arrangements, meeting spaces, AV/IT requirements, and other logistics.
Assist with developing documents and correspondence for presentations, conferences, seminars, and reports.
Perform other duties as assigned.
Uphold University through work performed.