University Scheduler

Pepperdine University • Malibu, CA

7d • $30 - $33

About The Position

The University Scheduler provides high-level calendar and event coordination
across Pepperdine’s schools and operations departments. Under the general
supervision of the Executive Director of Business Services Administration and
the Chief Operating Officer’s division, this position serves as a centralized
authority for campus space reservations and scheduling governance. The
University Scheduler plays a critical role in stewarding institutional space,
ensuring alignment with University policies, and overseeing space allocation and
prioritization.

This role is especially integral to the scheduling and operational success of
the Mountain at Mullin Park, including the arena and surrounding conference
rooms and reservable spaces. Additionally, the University Scheduler will work
closely with Planning, Operations, and Construction to manage administrative
tasks such as working with the University scheduling platform, 25Live, tracking
and assisting with event details, identifying and resolving scheduling
conflicts, and providing high-level reporting on university activity. This
individual will foster collaboration across various internal departments,
including the President's office, Pepperdine Athletics, University Events, all
six Pepperdine schools, and external entities to appropriately reserve space
throughout Pepperdine’s campus and ensure all events are well-coordinated,
compliant, and aligned with institutional priorities.

The University Scheduler is responsible for reviewing, evaluating, and
adjudicating competing space requests, interpreting and applying University
space governance policies. As a member of the Chief Operating Officer’s (COO)
division, the role supports the entire COO division and helps meet department
goals and priorities through collaboration, initiative, and follow-through. This
position ensures a seamless and professional environment conducive to
world-class service and high achievement.

Requirements

• Bachelor’s degree in communications, business, marketing, or a related field, and a minimum of 3 years of relevant experience in office operations, administration, or management.
• Demonstrated experience managing multiple calendars and schedules.
• Ability to work effectively with individuals from different backgrounds.
• Commitment to the highest ethical standards, with personal and professional character and integrity.
• Collaborative approach to work with a demonstrated ability to build relationships with a variety of personalities and work styles.
• Exceptional organization, planning, and time management skills.
• Passionate commitment to Pepperdine University and its mission, vision, values, and goals.
• Superior attention to detail.
• Excellent oral and written communication skills.
• Ability to maintain a high level of discretion and confidentiality.
• Ability to manage competing priorities and meet deadlines with responsiveness and sound judgment.
• Ability to quickly learn new processes and procedures and adapt to frequent changes.
• Ability to work both independently and as part of a team.
• Ability to take a creative and solutions-oriented approach to interpersonal and technological problem-solving.
• Ability to interpret and dissect data into easily digestible reports at a proficient level.
• Exceptional aptitude for customer service.
• High levels of initiative, commitment to excellence, and a proactive approach to work.
• Joyful and optimistic demeanor.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint) and Google suite.
• General office familiarity with printers, scanners, copiers, phone systems, fax machines, etc.

Nice To Haves

• 5 years of relevant experience in office operations, administration, or management.
• Experience with scheduling software platforms (25Live experience is strongly preferred).

Responsibilities

• Campus Scheduling & Space Governance: Act as the primary calendaring coordinator for University stakeholders, providing centralized and high-level oversight and reporting.
• Review, evaluate, and approve reservations for the Mountain at Mullin Park in accordance with the space governance policy, including all athletics and arena events. Determine prioritization of requests between competing stakeholders, and make allocation decisions based on institutional priorities and policy guidelines.
• 25Live Platform Support: Contribute to the 25Live scheduling platform support for applicable University spaces by providing space utilization reports, managing exported data with various end users, auditing and refreshing data input, providing guidance and training to campus users, and supporting the 25Live Administrator.
• Event Logistics & Support: Support campus logistics by monitoring planning processes to ensure compliance with University standards, facilitating event resource bookings, and enforcing and implementing regulatory requirements.
• Track event checklists to ensure procedures involving internal stakeholders (Campus Logistics, Department of Public Safety, Fire Life Safety, Department of Facilities Services, Moving and Warehouse Services) and external entities (LA County Fire and LA County Building and Safety) are followed and completed in a timely manner.
• Evaluate event readiness and confirm all required conditions are met prior to final approval of space reservations, including coordinating across stakeholders to ensure successful execution of events.
• Perform other duties as assigned.
• Uphold the University mission through all work performed.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 501-1,000 employees