Office Coordinator, University Events

Pepperdine University•Malibu, CA

6d•$22 - $25•Onsite

About The Position

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.

Requirements

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.

Nice To Haves

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

Responsibilities

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.