Special Programs Manager

Pepperdine University•Malibu, CA

1d•$70,304 - $72,000•Onsite

About The Position

The Special Programs Manager is responsible for upholding, fostering, and expanding the University’s commitment to hospitality and excellence in customer service. Working with external and internal stakeholders, this position is responsible for advancing the legacy of Pepperdine University, and contributing both financially and non-financially to the welfare of the University community. Collaborating with these stakeholders furthers the University’s mission while providing a world-class experience to all who visit the campus. This position requires a proactive and optimistic servant leader, willing to take the steps necessary to further the department and Pepperdine University as a whole. This is a highly visible role, which necessitates a variety of communication, patience, determination, and critical thinking in order to thrive. This role is responsible for planning, organizing, and overseeing filming and 1-day events by external organizations coming to Pepperdine’s Malibu campus. Additionally, the Special Programs Manager plays a critical role in the summer programs in ensuring excellence in the execution of events and overnight stays as an outstanding exemplar for the Pepperdine community. This position is a critical point person for groups coming to campus to ensure strong hospitality. Due to the department’s varied needs, the Special Programs Manager must be willing to work flexible hours, including late nights and weekends as needed. The Special Programs Manager reports to the Director of Special Programs and assists in strategizing efforts for increasing revenue through efficient, mission-aligned use of the University's campuses and centers.

Requirements

Bachelor’s degree
2-3 years of professional experience in event planning/management or equivalent experience in faith-based higher education.
Passionate commitment to Pepperdine University and its mission, vision, values, and goals
Commitment to the highest ethical standards, with personal and professional character and integrity beyond reproach
Collaborative approach to work with a demonstrated ability to build relationships with a variety of personalities and work styles
Excellent oral communication skills
Superior written communication
Superior discretion and confidentiality
Exceptional organization, planning, and time management skills
Appropriate sense of urgency and responsiveness
Ability to meet deadlines and manage competing priorities
Ability to work weekends, some holidays, and evenings as needed
Ability to quickly learn new processes and procedures and adapt to assignment changes
Ability to work both independently and as part of a team
Creative and solutions-oriented approach to problem-solving
Superior attention to detail
Superior aptitude for customer service and hospitality
High levels of initiative and a proactive approach to work
Joyful and optimistic demeanor
Familiarity and knowledge of Microsoft Office (Excel, Word, PowerPoint) and Google Suite
General familiarity with office printers, scanners, copiers, phone systems, etc.

Nice To Haves

Familiarity with Pepperdine University business practices
1 or more years of experience in event planning within a faith-based higher education setting
Salesforce or similar CRM implementation and/or use in a professional setting
Experience with business process documentation, development, and improvement

Responsibilities

Serve as point person for summer clients coming to Pepperdine's Malibu campus, coordinating with any temporary staff or student employees in order to provide world-class hospitality and customer service for all guests.
Anticipate clients' needs and proactively communicate information that is critical to a successful summer program, as well as ensuring the University's needs are met.
Work with numerous internal and external stakeholders to ensure the success and reputation of the department.
Undertake and delegate the various daily, weekly, and ad hoc tasks needed to run a summer program.
Oversee all aspects of commercial films on campus, including hosting scouts, reserving locations, coordinating between stakeholders to ensure a successful program, managing production crew day, and representing Pepperdine.
Promptly communicate with all university stakeholders before any filming to ensure approval.
Conduct needs assessments and continually develop better processes.
Direct and negotiate document acquisition for filming, pursuant to University policies with regard to insurance requirements and contracts.
Generate and review compliance materials for films, and internal programs, including, but not limited to, insurance, University policies, and contracts.
Plan, organize, implement, and support the communication and coordination for one-day events, Farmer's Market, special requests, retreats, conferences, summer programs, and external rentals.
Direct and negotiate document acquisition for events and rentals pursuant to University policies with regard to insurance requirements and contracts.
Oversee hiring, scheduling, mentoring, and supervising of student employees in alignment with the University's mission and consistent with the principles of the Living Pepperdine initiative, with a specific focus on satisfaction and integration into the larger Pepperdine community. Seasonal employees significantly increase in the summer to respond to client needs and summer programming.
Provide varied and relevant assignments to students in order to build their professional experiences.
Process vendor payments, credit card billing, recharge forms, and reconciliations; manage student timecards; manage files; formulate and maintain spreadsheets and databases; interface with departments and outside vendors; coordinate travel arrangements; review incoming mail; maintain office supplies, equipment, and the breakroom.
Supervise and ensure excellence in proactive client communications, organization of events and programs, site visits, and coordination of services provided.
Anticipate client needs and work interdepartmentally to address any questions.
Initiate and develop research to increase revenue related to films and internal client programming.
Assist in the department's overall strategic efforts for expansion through mission-aligned use of all University-associated campuses and strategic improvements.
Coordinate, negotiate, and better implement relationships and communication with vendor services, such as dining, catering, and linen providers, on behalf of the department.
Coordinate visiting faculty apartments during the summer months.
Communicate arrival and departure dates with visiting faculty and stakeholders.
Provide friendly and warm hospitality to faculty and guests staying on campus.
Complete other duties as assigned.
Uphold the University's mission through all work performed.