Operations Assistant, Graduate and Professional Studies

Point Loma Nazarene University•San Diego, CA

2d•$21 - $23•Onsite

About The Position

The Operations Assistant serves as the logistical backbone of the division, ensuring seamless day-to-day office performance, robust administrative support for leadership, and high-quality front-line service. This multi-faceted role coordinates campus facilities, manages student workers, supports division-wide events, and assists with key student success initiatives. The ideal candidate is a proactive problem-solver, a master of organization, and an excellent communicator who can gracefully balance physical front-desk management with high-level administrative tasks.

Requirements

Evidence of Christian commitment and active church involvement.
Staff agree to live in agreement with PLNU’s Community Life Covenant.
The job offer is contingent on the successful completion of a background check.
PLNU will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local "Fair Chance" laws.
The work is primarily sedentary and may require sitting for extended periods of time.
Use of computer equipment: computer keyboard, mouse, and monitor.
Ability to read documents, email and other correspondence, and reports on paper and computer monitor.
Ability to communicate effectively with others in person and by phone.
Ability to stand, stoop, push, pull, and lift up to 10 lbs.

Responsibilities

Provide administrative and operational support to the Vice Provost, Operations Manager, and GPS leadership team to ensure the efficient execution of divisional priorities and initiatives.
Manage complex calendaring and meeting coordination for the Vice Provost and GPS directors, including scheduling, logistics, agenda preparation, and follow-up support as needed.
Coordinate food service, room reservations, technology needs, and event logistics for recurring leadership and divisional meetings, including Data Insights to Action, GPS Business Meetings, leadership retreats, and other strategic planning sessions.
Process and track expense reports, reimbursements, purchasing requests, and related documentation across nine functional teams and multiple GPS leaders, ensuring compliance with university policies and deadlines.
Provide event planning and logistical support for major GPS events and experiences, including Summit, New Student Orientation, Regalia Pick-Up, staff recognition events, student engagement activities, and other divisional programs.
Coordinate event logistics, including room reservations, catering, vendor communication, registration support, materials preparation, and on-site event execution.
Serve as a liaison between GPS departments, University Events, third-party vendors, and Mission Valley Conferencing to ensure seamless event planning and execution.
Manage inventory, ordering, storage, and distribution of promotional items and branded materials (SWAG) used by Enrollment, Admissions, Student Success, and divisional events.
Participate as a member of the Summit Logistics Committee, assisting with planning, implementation, and event-day coordination.
Manage and monitor Early Alert notifications and tracking processes to support student outreach and intervention efforts.
Coordinate withdrawal and leave-of-absence notifications, ensuring timely communication and appropriate routing to relevant departments.
Serve as a first point of contact for Automatic Call Distribution (ACD) systems supporting Enrollment and Student Success teams, assisting with call routing and operational support.
Provide administrative support for admissions and acceptance packet preparation and distribution processes as needed.
Assist with operational tasks that support student-facing services and enhance the student experience throughout the enrollment and retention lifecycle.
Serve as a central operational resource for the GPS division, supporting faculty, staff, students, visitors, and external guests.
Coordinate day-to-day office operations, including reception coverage, office hospitality, meeting preparation, workspace readiness, and visitor support.
Manage office supply inventories, purchasing, and replenishment to ensure operational continuity across GPS departments.
Coordinate mail distribution, package handling, and seasonal mail operations, including summer mail runs and sorting activities.
Submit and track facilities and maintenance requests, serving as the primary liaison for building-related issues and space needs.
Provide front desk coverage and maintain a welcoming, professional environment for all visitors and community members.
Manage scheduling and utilization of conference rooms and shared meeting spaces across the division.
Maintain room reservation records and enter meeting requests into CourseDog, ensuring accurate space allocation and resource planning.
Serve as the primary point of contact for day-to-day room scheduling changes, space conflicts, and meeting accommodations.
Monitor space availability and assist departments in identifying appropriate meeting and event locations.
Provide day-to-day supervision, guidance, and operational support for student workers assigned to GPS Operations.
Coordinate student worker schedules, assignments, and training activities to support divisional needs.
Serve as the on-site operational lead during designated periods and in the absence of the Operations Manager.
Assist with the onboarding and pre-start processes for new hires, ensuring required tasks, resources, and communications are completed prior to employee start dates.
Support divisional initiatives, special projects, and operational priorities as assigned.
Collaborate with departments across GPS to identify opportunities for process improvement, enhanced service delivery, and operational efficiency.
Maintain a high level of professionalism, confidentiality, customer service, and responsiveness while supporting a diverse range of stakeholders.
Other responsibilities as assigned.