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Office Manager

Apply now Job no: 499150
Work type: Regular
Location: Malibu Campus
Categories: Seaver College, Administrative/Office Support

Manage and control all administrative activities and functions of the International Studies and Languages Division on a daily basis as it interfaces with other University offices and serves students, faculty, staff and the general public. Assist and support the Divisional Dean and faculty with academic activities and other academic needs, including the oversight of all classroom and facility needs. Work one-on-one with students on issues related to scheduling, transferring of units, placement scores, and enrollment. Work closely with the Divisional Dean and Administrative Assistant to ensure that divisional operations run smoothly and efficiently.

Duties

  • Act as liaison between faculty, students, parents, university staff and community, in processing of documents, including substitution of units and testing data.
  • Student Support: Welcome potential and incoming students; Assist students and parents with questions and concerns; Assist students with registration; Process major changes; Proofread and initiate signing process for internship applications; Create/manage student files
  • Assign classrooms and update office class schedule, Matrix, and PeopleSoft each semester.
  • Assist with new faculty on-boarding as well as faculty separations. This includes initiating paperwork, coordinating access to buildings and parking, ensure set-up of computing and printing with IT, and serving as the point person for general inquiries.
  • Assist the Divisional Dean with monitoring enrollments, as well as in planning short and long-term goals including meetings, seminars, dinners and receptions.
  • Facilities Management: Manage the upkeep, use and security of classrooms; Approve facility requests through 25Live: Coordinate building access of professors with locksmith; Coordinate office changes with FM&P and technical services; Coordinate building use between division, special programs, church representatives, and other areas; Problem solve issues related to academic and Division spaces.
  • Participate in regression testing as requested.
  • Import placement test updates for PeopleSoft milestones.
  • Maintain, update and review financial files and reports.
  • Serve as liaison between Pepperdine and PTG Webcape Support.
  • Coordinate graduation Academic Reception and other events as requested.
  • Oversee publication of Divisional newsletter.
  • Represent division in communications with Dean's office, One Stop, Registrar's office, and other campus organizations.
  • Process payment requisitions. Process credit card reconciliation for OM credit card and Divisional Dean's credit card.
  • Perform other duties as assigned.
  • Uphold University mission through work performed. 

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; 3 years office management experience; Familiarity with Word, Excel, and PeopleSoft; Commitment to the University mission and goals; PC literate; Word processing and Excel skills; Strong oral and written communication skills; Strong interpersonal skills, in particular as these relate to negotiating the conflicting interests of faculty, staff, parents, and students; Ability to handle confidential matters with appropriate discretion; Ability to work under pressure without deterioration of quality.

Preferred: Bachelor’s degree; 5 years office management experience; Pepperdine or comparable university experience preferred; Familiarity with Word, Excel, People Soft, Simpler Systems and 25Live preferred; Commitment to the University mission and goals.

Offers of employment are contingent upon successful completion of a criminal, education, and employment screening.Qualified individuals should be able to articulate a strong commitment to diversity, and have the ability to work effectively with individuals from different backgrounds. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws.

This is a regular, nonexempt, 40 hour per week position.

Salary: Commensurate with experience

Advertised: Pacific Daylight Time
Applications close:

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