Operations Coordinator, Office of the Provost

Pepperdine University•Malibu, CA

2d•$27 - $30•Onsite

About The Position

The Operations Coordinator provides high-level administrative and operational support to the Office of the Provost, Vice Provost, and other stakeholders. This position ensures the seamless execution of daily functions, financial transactions, and event logistics. This position will assist the Associate Provost, Senior Associate Provost, Assistant Provost with special projects.

Requirements

Bachelor's degree and a minimum of three years of experience in higher education office management, administrative support, or related fields.
Excellent communication (writing and oral) skills.
Ability to work in a collaborative environment.
Detail-oriented, organized, and able to manage multiple tasks at one time.
Knowledge of institutional organization, policies, goals, and mission.
Strong proficiency in office software (e.g., Microsoft Office, Google Workspace, Adobe) and familiarity with office management tools.

Nice To Haves

Master's degree.
Demonstrated ability to assess procedures, optimize workflows, and implement new projects while effectively prioritizing tasks.
Skilled in maintaining confidentiality and handling sensitive information with the utmost discretion.
Proficiency in PeopleSoft and Workfront.

Responsibilities

Oversee the processing of financial transactions, requisitioning payments, reconciling and verifying credit card statements, and managing office procurement to ensure accuracy and efficiency in all financial operations.
Coordinate and manage travel arrangements for the Provost and other key stakeholders, ensuring seamless planning and execution.
Maintain and organize records for faculty, academic committees, and university initiatives. Prepare agenda, minutes, and presentation materials for high-level meetings.
Oversee the daily operations of the Provost's Office, ensuring that all administrative tasks are executed efficiently and effectively.
Manage incoming communications, including phone calls, emails, and in-person inquiries, and respond or redirect as appropriate. Provide guidance to faculty, staff and external constituents on office procedures and requests.
Manage logistics for office events, including faculty conferences, retreats, and meetings. Providing guidance to the administrative assistant in handling logistics such as venue arrangements, catering, and scheduling.
Coordinate, support, and help guide the work of administrative assistants and/or student workers, contributing to efficient workflow and effective office operations.
Perform other duties as assigned.
Uphold University mission through work performed.