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Engagement Specialist

Apply now Job no: 500007
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support, Event Planning, Other, Human Resources

The Human Resources Engagement Specialist is responsible for offering first-class engagement initiatives, learning and wellness workshops, and community events to Pepperdine faculty and staff to further the University’s mission. Promoting overall health, belonging, and community, the Engagement Specialist oversees immaculate planning for these highly visible in-person and virtual initiatives, including advanced coordination and communication, tech set-up and support, day-of management, and vendor/speaker payments. This position works closely with the Operations team to draft community emails, make updates to the HR blog and website, and provide backup phone coverage. This position must communicate excellence and provide the highest level of customer service, maintaining attention to the smallest details.

Duties

  • Contribute to and implement the vision of departmental leadership to create meaningful, hospitable, and professional engagement opportunities. Take ownership for every aspect of each engagement initiative, including but not limited to:
    • Virtual Workshops and Events (coordinate with the A/V team for the initial Zoom webinar set-up, distribute and manage calendar invites for Pepperdine leadership and the keynote speakers, distribute the Zoom webinar links to registered attendees, coordinate speaker payment(s), troubleshoot technology issues before, during webinars, post-webinar recordings to the HR blog and HR website, etc.)
    • Initial Set-up (coordinate vendors, submit payments, coordinate catering, order supplies, manage electronic and printed materials, facilitate meetings with relevant constituents, provide regular and timely communications to all parties, send invitations and reminders, ensure correct spelling and accuracy on all materials, oversee registration, anticipate audio-visual needs, create back-up plans, highlight risks or issues that could have a negative impact, track and stay within the allocated budget, etc.)
    • During Event (arrive early to prepare and ensure quality, be available to assist with last-minute requests, employ critical thinking skills to make decisions, use problem-solving techniques to overcome challenges, provide friendly and hospitable customer service to participants, etc.)
    • Wrap-up (solicit feedback and send surveys, track expenses, create and update standardized materials for each initiative, post recordings to the HR website and send to participants, organize and track event storage and inventory, oversee prompt and appropriate clean-up, etc.)
  • Provide heavy support and coordination for HR's community training and engagement programs, including New Employee Orientation, working closely with the Operations team. Responsibilities include logistics and coordinating, oversight of event registration and communications, room set-up, catering requests, and development and production of materials and resources for training programs. Coordination of virtual programming includes coordinating with the A/V team for appropriate Zoom set up, tech set-up and support, day-of management, and helping to post professional recordings on HR's website.
  • Oversee the production and effectiveness of New Employee Orientation and New Supervisor Orientation, ensuring appropriate content, performing quality-control checks on printed material and electronic communications, and communicating with and arranging payment for vendors/speakers.
  • Hire and supervise a graphic design intern to inspire exceptional work and provide meaningful learning opportunities.
  • Serve as a primary host at Human Resources events and webinars, help promote ethnically diverse and gender-balanced community engagement.
  • Works closely with the Operations team to develop 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. Create corresponding blog content and update the main HR homepage. Ensure that each communication is of superior quality and free of errors.
  • Serves as an essential backup for the Administrative Services Coordinator providing front-desk coverage, frontline communications with the general public, and scheduling assistance.
  • Assist with departmental projects as requested, including benchmarking and policy research and time-sensitive requests; 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; Two years of job-related education and/or work experience (which may include experiences in training and development, customer service, hospitality, event planning, office administration, and related fields).
Superior attitude and affinity for service, hospitality, and excellence; Exceptional attention to detail and follow-through; Excellent organization and time management skills; Ability to prioritize work and oversee multiple, concurrent projects; Ability to anticipate needs, timeframes for reviews and approvals, and challenges to circumvent; Exceptional project management skills to ensure all stakeholders deliver a high-quality event; Excellent written and verbal communication skills; Superior interpersonal skills; Excellent customer service, with the ability to maintain a professional and friendly demeanor at all times; Ability to appropriately interact with high-level administrators and distinguished guests; Ability to work harmoniously, professionally, and effectively with co-workers and supervisors; Must dress professionally; Ability to accurately articulate the University’s mission and promote the mission through offered events; Solid proficiency in Microsoft Office applications (Word, Excel, and PowerPoint) and Google applications
Proficient knowledge of audio/visual equipment for virtual and on-site events and workshops; proficient in Microsoft Office Suite, and Google Suite; ability to learn University systems (including PeopleSoft, Trumba, OmniUpdate); ability to create Keynote or PowerPoint presentations

Preferred: Graphic design experience. Proficient knowledge of creating, and running large-format Zoom-based webinars and meetings.

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, Exempt, 40 hour per week position.

Salary: Commensurate with experience.

Advertised: Pacific Daylight Time
Applications close:

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