Operations Coordinator, Executive Vice President's Office

About the role

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.

Responsibilities

• Create 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 greet and assist guests, making them feel comfortable and valued.
• Manage incoming calls and direct them to the appropriate department or individual.
• Understand security protocols and respond effectively to security issues.
• Manage confidential projects of high priority critical to the Executive Vice President's office, including execution and follow-through, developing best practices, and establishing symmetry in business procedures.
• Assist various departments with projects such as data management on Excel spreadsheets, mailings, event coordination, and photocopying.
• Serve as the main contact for the mailroom on incoming and outgoing deliveries.
• Manage and maintain stock and cleanliness of executive level break rooms, kitchens, storage rooms, and copy machine room.
• Serve as liaison to Nespresso machine for maintenance training and order all supplies.
• Manage and process administrative office expenditures, including reallocation and substantiation of University credit cards.
• Supervise President Associates, including interviewing, hiring, training, scheduling, evaluating, counseling, and coaching.
• Provide instruction, mentorship, and feedback on daily duties and assigned projects.
• Foster a positive, enjoyable, productive, and team-focused work environment.
• Receive and manage RSVPs for events for the President and Executive Vice President's office, such as Veterans Reception, Essential Holiday Open House, University Board, and VIP Luncheons.
• Manage the 4th floor conference rooms and hoteling office reservations in 25Live and coordinate with vendors, caterers, and internal departments on meeting set up.
• Serve as primary contact for facility maintenance requests for the fourth floor of Thornton Administrative Center, coordinating requests and follow-up with facilities and various offices.
• Perform other duties as assigned.
• Uphold University mission through work performed.

Qualifications

• Bachelor's degree.
• One year of office setting and/or administrative experience.
• Appropriate sense of urgency and responsiveness.
• Professional demeanor.
• Strong interpersonal communication skills.
• Strong administrative support skills.
• Strong computer skills.
• Ability to organize, prioritize, and perform work 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.

Preferred

• 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.

Pay

This is a Regular, Nonexempt, 40 hour per week position. Expected pay range: $25.00 - $27.40 per hour.