Program Coordinator, EMBA and PKE Program Administration
Job no: 500818
Work type: Restricted
Location: West LA Campus
Categories: Graziadio Business School
The position supports the operations of the Executive MBA (EMBA) as well as the Presidents and Key Executives MBA (PKE) programs at the Graziadio Business School through excellent administrative service, effective event coordination, and detailed processing of financial transactions. The EMBA and PKE Programs Office serves as the primary operational infrastructure for the management and delivery of our executive MBA programs designed for executive-level working professionals.
- Food and Beverage/Hospitality: Coordinate on a weekly basis the food catering and classroom assignments for each cohort's class session at the Malibu and regional campuses. Serve as the main liaison to the graduate campus facilities staff, IT department, and catering service personnel to ensure a high-quality and seamless educational experience for the students. Support the delivery of new student kickoffs and select academic courses that may occur at offsite locations, which involve processing hotel contracts and organizing lodging and catering.
- Finances: Prepare and submit monthly credit card reallocation and substantiation for approval to the finance department. Communicate with various vendors and stakeholders in obtaining and processing receipts. Assist with program budget management and operational expenditures by setting up purchase orders and requisitions, preparing expense reports, and other financial transactions Provide Program Office budget support by tracking resource allocation, processing requisitions and reimbursements, reconciling expenditures, and handling transactions with approved vendors.
- Operations: Provide support to instructors as needed. Manage incoming messages and inquiries on behalf of the office, including communications by email, phone, in-person and social media. Supports the day-to-day operations of EMBA and PKE programs with respect to student management, and student/faculty relations and services. Acts as a liaison between vendors, Pepperdine Admissions, and Student Services units. Administer daily office operations, including financial accounts management, events coordination, mailings, inventory maintenance, supplies ordering and document management.
- Academics: Collect, process, and follow up with appropriate departments on various academic and administrative requests submitted to the Program Office (e.g., student enrollment, withdrawals, term cancellations, transfers of credit, grade changes, and other petitions). Specifically, ongoing throughout the trimester and academic year, this role monitors the academic journey of approximately 100 executive-level students. The role is responsible for enrolling students each trimester, monitoring student grades, and sending academic status change communication to students. Maintain student records in the data management system (PeopleSoft). Update student records when there are changes, such as a leave of absence or dismissals. Review the population report for attrition reporting while ensuring that students are properly coded for the given trimester.
- 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: Bachelor's degree, along with superb organizational skills and keen attention to detail. A strong customer service orientation is a must. Minimum two years of experience in event/hospitality management or supporting administrative functions in an academic environment. Ability to organize and arrange work, and manage multiple projects to meet priorities, schedules, and service request deadlines. Excellent interpersonal, written, and verbal communication skills, with a strong customer service orientation. Ability to work effectively with diverse groups internally and externally at all levels of an organization. Effective problem-solving skills, attention to detail, and a focus on quality. Competency with standard business equipment and software (Microsoft Office products and Google-based tools); Comfort using modern communication technology, including tele- and web-conferencing (Zoom). Must have reliable transportation.
Preferred: Three (3) or more years of experience in event/hospitality management or supporting academic programs in a fast-paced, high-volume setting. Basic understanding of budget and data management systems. Effective written and verbal communication skills. Strong time management and multitasking abilities. Experience with computer-based student administration systems. Familiarity with financial transactions (invoice payments and credit card reallocation). Experience using PeopleSoft (or comparable university records system), Qualtrics, Constant Contact, and learning management system, such as Sakai.
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 Restricted, Nonexempt, 40 hour per week position.
Salary: Commensurate with experience.
Advertised: Pacific Daylight Time
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