The administrative assistant in this role will assist in the day-to-day administrative and clerical work essential for the smooth operation of the Chief Operating Officer area, primarily serving and reporting to the Associate Vice President for Administration and Campus Operations.
The ideal candidate will be able to handle a wide range of administrative and executive support related tasks. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting an office with diverse projects and priorities. The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. It is vital for this candidate to assess the status quo and the desired final product, then create an appropriate action plan. Advanced written and verbal communication skills, and attention to detail are equally important.
Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. As an administrative assistant in these offices, it is vital to set an example of professionalism and excellence. Candidates for this position should: (i) be committed to the mission and goals of Pepperdine University; (ii) be consummate team players who are solutions-oriented, with a demonstrated ability to build relationships; (iii) have a sense of urgency and responsiveness when handling projects, with an ability to handle multiple tasks focused on University objectives in a timely manner; and (iv) be committed to the highest ethical standards, with personal and professional character and integrity beyond reproach.
- Provide office support for Administration, Campus Operations, and Office of Insurance and Risk. Process vendor payments, credit card billing, and reconciliations. Organize and maintain files. Greet visitors and interface with departments and outside vendors. Support the administrative team by providing coverage on an as-needed basis, contributing as needed, to the overall smooth functioning of the office. Formulate and maintain spreadsheets and databases. Assist with special projects as needed.
- Responsible for calendar management, requiring interaction with both internal and external executives, assistants, and consultants, to coordinate a variety of complex executive meetings. Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects. Coordinate travel arrangements, lunches, meetings, and events.
- Provide first-level of service on the phones and handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Review incoming mail. Draft and proof correspondence, memorandums, and reports.
- 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: Strong interpersonal communication skills; Strong administrative support skills; Strong computer skills (preferably Mac based); Ability to organize, prioritize, and perform work while under pressure; Ability to proactively address issues and take initiative and ownership of projects; Ability to maintain confidentiality of highly sensitive matters; Ability to routinely and independently exercise sound judgment in making decisions; Ability to work effectively with University administrators, Regents, faculty, staff, students, vendors, attorneys, and government officials.
Preferred: Bachelor’s degree; Experience as office manager, executive assistant, or administrative assistant.
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.
Expected Pay Range: $21.63 - $24.03 per hour
The above pay range reflects what Pepperdine University reasonably expects to pay for this position at time of posting. Actual compensation may vary based on relevant factors such as work experience, market conditions, education/training, and skill level. In addition to base pay, Pepperdine offers a robust and highly competitive benefits package.