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Office Assistant, Talent Management

Apply now Job no: 500269
Work type: Regular
Location: West LA Campus
Categories: Graduate School of Education and Psychology, Administrative/Office Support, Other

The primary purpose of this position is to provide administrative assistance to the Office of Talent Management and GSEP Administration. The Office Assistant offers support for staff and faculty recruitment, hiring, onboarding, professional development, offboarding, events, and special projects. The position manages student employment I9 processes, training, and new hire paperwork. Additionally, the Office Assistant provides backup coverage to the Office Coordinator which includes front desk assistance, welcoming visitors, faculty, and staff, and maintaining the GSEP lobby.


  • Hiring and Onboarding Facilitates the applicant recruitment process by monitoring, compiling, and communicating with applicants applying for staff roles at GSEP. Communicates with hiring supervisor, hiring committee, and persons involved with onboarding throughout the hiring and onboarding processes. Sends denial communications to candidates who are not selected for positions. Works with Office Coordinator to distribute welcome gifts to new employees.
  • Administrative Tasks Provides administrative support to the Director of Talent Management. Submits requests for travel and expenses, credit card reallocation, and substantiations. Provides support for faculty and staff meetings, special events, and projects. Maintains effective liaison and good rapport with the full University community at all levels. Prepares reports and maintains adequate records. 
  • Front Desk Support (Back-up) Answers telephones and assist visitors at the front desk. Transfers calls and direct visitors to faculty and staff that can best assist them. Provides a friendly and professional atmosphere in the lobby when visitors are waiting for appointments. Maintains GSEP front desk supplies, logs, and lobby literature. Replenishes, monitors, and distributes parking validations appropriately. Assist in office supply request for West LA campus. Records, distributes, and communicates to faculty and staff about deliveries that arrive at the front desk. Monitors and distributes FedEx airbills to faculty and staff, including generic and pre-printed airbills. Keeps sufficient stock of FedEx and priority mail envelopes and boxes in the workroom. Provides back-up to the Office Coordinator for Office Depot and Warehouse orders. Maintains an attractive, uncluttered lobby with Pepperdine literature available for visitors. Provides assistance to the Office Coordinator for 25Live Room Scheduling Requests.
  • Student Employment Support In partnership with the Central Student Employment Office, provide support for coordination of new student employee training, orientation, I9, required documentation and address questions from students and supervisors.
  • Other Duties Special projects Commencement Pepperdine events.
  • 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. Administrative assistant training and/or experience required. Two years of general office experience; ability to sustain productive, mutually respectful and collaborate interpersonal working relationships with administrators, faculty, staff and students; ability to work independently and take initiative. Excellent oral and written communication; skill in prioritizing assignments and meeting deadlines in an environment with fluctuating demands Desktop computer with mainframe interface, laser printer, multi-line telephone, copier/scanner. Microsoft Office Suite, Google Suite, Adobe Acrobat.

Preferred: Bachelor's degree. Previous experience working within a higher education setting and/or Human Resources PeopleSoft experience preferred. Experience with I9 paperwork and requirements. This person should be knowledgeable about programs like Canva and have graphic design skills.

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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