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Office Coordinator

Apply now Job no: 499886
Work type: Regular
Location: West LA Campus
Categories: Graduate School of Education and Psychology, Administrative/Office Support

The primary purpose of this position is to provide assistance to student visitors, faculty, and staff, maintain the GSEP lobby, and manage office functionality. This includes working at the front desk as a receptionist identifying and assisting GSEP guests, visitors, potential and enrolled students’ questions and concerns. This position also offers support for room scheduling, staff and faculty events and special projects.

Duties

  • Front Desk Support: Manages all aspects of the GSEP reception area (i.e. answers telephone lines, transfers calls, greets and assists visitors at the front desk, replenishes coffee throughout the day for GSEP community and guests, etc.). Provides a friendly and professional atmosphere in the lobby when visitors are waiting for appointments. Maintains GSEP front desk supplies. Monitors, records, replinishes and distribute parking validations appropriately. Coordinates office supply requests for West LA campus. Records, distributes, and communicates to faculty and staff about deliveries and package arrivals. Monitor and distribute FedEx airbills to faculty and staff, including generic and pre-printed airbills. Keep sufficient stock of FedEx and priority mail envelopes and boxes in the workroom. Coordinates cash bag exchanges. Maintains an attractive, uncluttered lobby with Pepperdine literature available for visitors. Waters reception area plants.
  • Facility Coordination: Under the direction of the Assistant Dean and in partnership with the Associate Program Directors, provide support for the creation and distribution of the course scheduling and room scheduling. Manages Hotel Offices and Meeting Spaces. Assist them with reserving and utilizing available office and meeting spaces. Refer them to appropriate alternatives when necessary. Provides support for 25Live Room Requests. Approve meeting room requests for GSEP assigned rooms. Check-in visiting faculty and staff. Coordinates shredding services for graduate campuses and clinics. 
  • Provides daily information such as times and locations of classes and events for plasmas; staff availability, etc., upon request. Processes mail and GSEP correspondence as needed. Upkeep of mailroom supplies and mailboxes. Maintenance and upkeep of GSEP academic calendar, faculty/staff online directory, and plasma screens.
  • Maintains office information. Provides daily information such as times and locations of classes and events; staff availability, etc., upon request. Process mail and GSEP correspondence as needed. Upkeep of mailroom supplies and mailboxes. Maintenance and upkeep of GSEP academic calendar, faculty/staff online directory, and plasma screens.
  • Supports the GSEP Talent Management Department: Maintains email distribution lists. Provides administrative support for GSEP Staff newsletters, monthly staff meetings, and GSEP events. Provides daily staff availability and information regarding any on-campus events. Provides backup for processing of new staff and new student I9s. Facilitates Onboarding Supply Orders- Arrange for the ordering of name badges, business cards, key cards, and any other necessary supplies for new staff or faculty members. Place request for office keys and any necessary cleaning. Facilitates design and construction and warehouse requests for furniture, moving, and storage needs. 
  • Participation in GSEP meetings, events, and graduation. Attend and actively participate in staff meetings and other Pepperdine events, such as commencement. 
  • Train graduate assistants, staff and temporary help as required on front desk duties. Maintain stream-lined, user-friendly "Front Desk Notebook" which is a user guide for those that fill in at the front desk.
  • 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: Associate of Arts degree required; two years of related experience required Excellent interpersonal and communication skills; Ability to work well under pressure; ability to take accurate messages

Preferred: Bachelor's degree preferred. Experience with scheduling software and Google suite programs

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. 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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