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Administrative Services Coordinator

Apply now Job no: 499902
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support, Human Resources

The Administrative Services Coordinator is to represent Pepperdine to visiting guests and phone inquiries; provide strong administrative and operational support for Human Resources; and continually provide superior customer service to the Pepperdine community.


  • Retain primary responsibility for HR's electronic communications to the Pepperdine community, including writing email drafts, proofreading, email formatting, creating Trumba registrations, and working with the IMC team on mailing lists. Ensure that each communications is of a superior quality and free of errors. 
  • Provide impeccable front line customer service to visitors and be able to make quick and informed decisions to best assist them. Answer incoming calls and forward and announce calls to the appropriate party or department. 
  • Utilize HR systems (PageUp, Etrieve, and PeopleSoft) to assist with job-related inquiries, and to track introductory periods and expected end dates. Use critical thinking and strong attention to detail to provide a personal touch to communications with community members.
  • Provide heavy support and coordination for HR's community training and engagement programs, including New Employee Orientation, working closely with the engagement team. Responsibilities include logistics and formatting, oversight of event registration and communications, room set-up, catering requests, and development and production of printed materials and resources for training programs. Coordination of virtual programming includes coordinating with IT for appropriate Zoom set up, and helping to post professional recordings on HR's website. 
  • Assist with departmental projects as requested, including benchmarking and policy research and time-sensitive requests, filing and scanning audits, enter Person of Interest (POI) requests, and draft employment verification letters. 
  • Maintain University's faculty and staff online directory. Order office supplies and assist with other internal office coordination. Assist in training and assigning work to student workers.
  • Assist scheduling of the Lamb and HR conference rooms. Confirm all conference room doors are locked at end of day. Schedule meetings using Google Calendar and reserve conference rooms using 25Live.
  • Maintain HR calendar, assist with colleagues' scheduling needs, and send daily "in & out" to all HR staff members. Assist with requisition and credit card processes upon request.
  • 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’s Degree; job-related experience using a multi-line phone system; computer skills, including Excel, Word, Google Drive and Google Mail; experience with complex databases; general office and administrative experience. Ability to multi-task and handle heavy visitor and phone traffic; exceptional personalized customer service and verbal and written communication skills; detail-oriented and critical thinking skills; ability to uphold confidentiality and handle sensitive information; ability to demonstrate Pepperdine mission in work performed. Standard office equipment (computer, fax, telephone, printer); Google Drive, Mail and Calendar; Excel, Word.

Preferred: Bachelor's Degree. Experience with Cisco phone systems; experience with PeopleSoft; experience with event registration and communications and related webinar support; 1-2 years' work experience in an administrative support position. Familiarity with Pepperdine University; bilingual English/Spanish. Some experience with PeopleSoft and Etrieve.

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 Standard Time
Applications close:

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