Operations Coordinator, Executive Vice President's Office

Pepperdine University•Malibu, CA

5d•$25 - $27•Onsite

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. This role is 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. The coordinator will warmly greet and assist guests, manage incoming calls, and understand security protocols. They will also manage various confidential projects, assist departments with administrative tasks, serve as the main contact for the mailroom, and manage stock and cleanliness of executive level areas. Additionally, the role involves processing administrative office expenditures, supervising student employees (President Associates), managing RSVPs for events, managing conference room and hoteling office reservations, and serving as the primary contact for facility maintenance requests for the fourth floor. The position upholds the University mission through work performed.

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.
Qualified individuals should be able to show respect for workplace differences, and have the ability to work effectively with individuals from different backgrounds.

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

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 greeting and assisting guests, making them feel comfortable and valued.
Managing incoming calls and directing them to the appropriate department or individual.
Understanding security protocols and the ability to respond effectively to security issues.
Managing 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.
Assisting various departments with projects (i.e., data management on Excel spreadsheets, mailings, event coordination, photocopying, etc.).
Serving as the main contact for the mailroom on incoming and outgoing deliveries and other duties as assigned.
Managing and maintaining stock and cleanliness of the executive level break rooms and kitchens, storage rooms, and copy machine room.
Acting as a liaison to Nespresso machine for maintenance training, and ordering all supplies.
Managing and processing the administrative office expenditures, including reallocation and substantiation of University credit cards.
Supervising President Associates which includes interviewing, hiring, training, scheduling, evaluating, counseling and coaching.
Providing instruction, mentorship, and feedback on daily duties and assigned projects.
Fostering a positive, enjoyable, productive, and team-focused work environment.
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.).
Managing the 4th floor conference rooms and hoteling office reservations in 25Live and coordinating with essential vendors/caterers and internal departments on meeting set up.
Serving as the primary contact for facility maintenance requests for the fourth floor of Thornton Administrative Center.
Coordinating facility requests and follow-up of all projects done by facilities and various offices on any required facility issues.
Performing other duties as assigned.
Upholding University mission through work performed.