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Assistant to the Associate Dean, Operations

Apply now Job no: 497561
Work type: Regular, Restricted
Location: Malibu Campus
Categories: Graziadio Business School

The primary purpose of the Assistant to the Associate Dean of Operations is to ensure that the administrative functions for the office of the Associate Dean are effectively and efficiently managed. These functions include but are not limited to: communications coordination, event planning, calendar scheduling, records management, scheduling faculty office assignments and serving as faculty liaison in Malibu, collecting and analyzing application data, travel scheduling and alumni communications, purchasing and budgetary control, special projects, as assigned.

This position supports the University mission as the face and representative of the values of Pepperdine to those arriving at the office of the Associate Dean, Operations This role supports the efforts of the Associate Dean in preparing students for lives of service, purpose and leadership.

Duties

  • Provide administrative support to the Associate Dean of Operations (ADO) to effectively and efficiently direct and manage the responsibilities of Graziadio School Operations Department which include the offices of Recruiting and Business Development, Student Enrollment Services, Student Academic Services, and Career and Professional Development. Work closely with the Executive Directors that support each of the above listed offices and the Executive Assistant to the Dean. Handle highly confidential information with the utmost discretion. Provide administrative support to the Dean of the Graziadio Business School when he is on the Drescher Graduate Campus and manage the Drescher Dean's Suite. Act as the single point of contact for the Assistant Dean of Operations' office when interfacing with University offices such as Human Resources, Legal Counsel, Student Affairs, and other University leaders.
  • Act as the point of contact for scheduling appointments, meetings, travel and other events and activities. Exercise sound judgement when scheduling appointments and adjusting as needed due to the complex schedule of the Associate Dean of Operations. May be requested to work occasional evening and weekend hours during peak seasons. May be requested to respond to messages via personal cellular phone after hours due to emergencies or when assisting with a time sensitive task.
  • Manage office communications and daily tasks including e-mail, telephone calls, and incoming and outgoing correspondence, and applying technological support solutions to improve efficiencies. Manage all purchasing and budget related items for the Malibu Dean's office which includes ordering all office supplies, monitoring office spending, creating and submitting expense reports as needed, and managing the reconciliation of university credit cards for both the AD and Assistant to the AD. Oversee and assist with coordinating all events and meeting that take place in the Drescher Dean's Conference Room.
  • Plan and monitor special projects for the AD, proactively researching, determining available resource requirements, utilizing appropriate technologies/methodologies for project completion, archiving all results for ready reference. Occasionally provide administrative support to the Associate Dean of Operations by traveling to various Pepperdine campuses and possible event locations.
  • Establish and maintain an effective methodology for ensuring the confidential and accurate recording, storing and tracking of key operating metrics needed to support the daily tasks of the Associate Dean's office.
  • Perform other duties as assigned.
  • Uphold University mission through work performed.

The Assistant to the Associate Dean of Operations is a central node of communication for all operations staff members and must be comfortable interacting with them in a variety of settings. Examples include scheduling meetings with all students and staff members that wish to interact with the Associate Dean of Operations, coordinating activities between staff, and managing communications impacting Drescher staff members and students. This is a fast-moving environment with many competing demands from students, faculty, staff, and the Associate Dean. It requires someone with a positive attitude, and high energy. Candidates should be comfortable working in a visible role and shared office setting with a dynamic work environment and workload. Must have excellent customer service skills to interface with students, faculty, staff, alumni, and VIPs.

The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Skills and Qualifications

Required: Bachelor's Degree; 2-5 years of work experience supporting senior executive(s) requiring proficiency in professions protocol; ability to project a professional and positive attitude to all stakeholders who interface with the Office of the AD. Able to multi-task and shift priorities throughout the day, Self-directed, requiring minimal supervision. Organizational skills-- written, verbal, and interpersonal communication skills including telephone, in person, and writing. Uphold basic office protocol and practices; detail-oriented; ability to work independently and as part of a team; ability to establish work priorities; ability to interact professionally and effectively. Must be detail oriented and able to bring projects to completion in a timely manner. Strong computer skills and advanced proficiency using MS Office (Word, Excel, PowerPoint) and online programs like Google Docs.

Preferred: Experience in an academic setting. Background in event coordination or project management. A demonstrated Christian faith preferred; 3+ years supporting leadership, experience with managing a corporate credit card and account. Other Web 2.0 Platforms like Linked In, Twitter, Google Sites.

Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening.

This is a restricted, exempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close:

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