Office Manager, Davenport Institute

Pepperdine University•Malibu, CA

3d•$25 - $28•Onsite

About The Position

The Davenport Institute Office Manager will oversee daily office operations and provide high-level administrative, operational, and program support for the Executive Director and Assistant Director of the Davenport Institute. These duties include complex event/meeting management, financial documentation and submissions, student worker leadership, support of proposal development, writing, and work with various vendors, and liaising with sponsors and prospective donors. This position actively supports the University’s mission at all times and supports the strategic plan by effectively carrying out the duties and responsibilities of the position.

Requirements

Bachelor’s degree in the areas of business, communications, liberal arts or related field
a minimum of 3 years of administrative, operational, or program management experience.
Exemplary communication skills, both oral and written.
Superior writing ability.
Superior phone and organizational skills.
Proven financial accuracy and literacy experience.
Proven track-record of accuracy.
Demonstrated professional record of taking imitative.
Strong interpersonal skills, especially over the telephone.
Ability to initiate and take independent action.
Word processing, spreadsheet, and database management.
Able to give careful attention to detail and accuracy.
Able to handle multiple tasks, establish priorities, work with staff of varying management styles, and manage change.
Extensive experience G-Suite applications products (Gmail, Google Drive, Google Groups), Word processing, spreadsheet, and database experience; knowledge of standard business machines, and Zoom video conferencing.

Nice To Haves

Education in English and language arts; experience in interacting with a variety of senior executives, alumni, students, faculty, and administrators.
Knowledge of University policies and procedures.
Education in English and language arts.
Training in business writing and proof reading.
Experience with PeopleSoft (Oracle) products including financial modules, OpenInvoice, 25Live.

Responsibilities

Direct daily office operations and optimize complex calendar management for the Executive Director and Assistant Director.
Coordinate group and individual meetings; Prepare background materials, executive reports, and strategic agendas.
Manage room reservations, catering logistics, and travel accommodations for leadership and guests.
Manage office organizational workflows, inventory replenishment, and supply procurement.
Interface with appropriate staff in creation of Davenport Institute project proposals.
Manage and train student workers, including recruitment, onboarding, and workload assignment.
Allocate resources for Davenport Discussion events.
Oversee donor communications and Gift Donation Summaries.
Liaison to organizations and sponsors of programming including budgeting decisions.
Ensure scheduling and posting of Davenport Institute blogs.
Maintain and update website as needed.
Track & reconcile budgets, proxy credit card reallocation, and substantiations.
Prepare travel and expense reimbursement forms and electronic submissions.
Develop content for and maintain Davenport Institute monthly newsletter and email distribution list.
Suggest allocation of funds for student and event programming.
Accurately create, submit and monitor all expense reports ensuring timely reimbursement.
Accurately create, submit, and monitor credit card reallocations and substantiations consistently within the required time frames.
Accurately create, submit and monitor purchase orders, requisitions and invoices ensuring timely payment.
Manage the Institute's public-facing digital footprint, developing content for student newsletters and relevant social media channels.
Deliver high-level customer service and act as the primary point of contact for the Davenport Institute, representing the School of Public Policy to external stakeholders.
Communicate and serve as liaison to vendors as needed.
Prepare, compose or edit, and execute various correspondence & mailings.
Support Davenport Institute grant research, proposal developing, writing, and report submissions.
Identify, plan, and arrange the hosting of speaker visits on campus such as: Davenport Discussions, City Manager in Residence, Mayor in Residence.
Create events in Cvent/Trumba.
Book event space, catering, flowers, tablecloths and tables.
Oversee the event calendar and keep archives current.
Attend SPP events meeting every other Thursday.
Lead all logistics for event including setup, catering, program execution, followup.
Assist in the coordination of the Davenport Institute trainings and certificate programs.
Review applications and utilize good judgment to determine if applicants would be an appropriate candidate for our professional certification program.
Process admission paperwork, update the appropriate program Google sheet, and track participant payments.
Manage Google drive for Public Engagement Certificate programs ensuring access and understanding of use for all participants.
Create speaker agreements, requisitions and purchase orders for trainers.
Liaise with internal University staff to ensure timely payment of trainers.
Oversee the ordering and mailing of hardcopy certificates within two weeks of program completion.
Perform other duties as assigned.
Uphold University mission through work performed.