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Special Event Coordinator

Apply now Job no: 501407
Work type: Regular
Location: Malibu Campus
Categories: Advancement, Event Planning

The University Events Coordinator position provides a variety of moderate to complex office/administrative and coordination functions for the department of University Events. As part of the Pepperdine University Advancement team, University Events produces and manages high-quality events for our clients, providing the presidential standard of hospitality for each of Pepperdine's unique and diverse schools.

University Events works collaboratively with internal university departments to ensure event guidelines and campus-wide policies and procedures are upheld.


  • Organize and maintain lists and databases; maintain digital files on Team Drive; order office supplies; maintain a recurring administrative calendar, and university email and coordinate timing of action items for time-sensitive projects; provide excellent service on the phone, handling inquiries and directing incoming calls to the appropriate party promptly and efficiently.
  • Manage the daily administrative needs of the department, work closely with the Vice-Chancellor, Director, and four Event Managers, and serve as a liaison for various University departments and external contacts.
  • Maintain event collateral: RSVP list, dietary restrictions, name tag, place cards, scripts, event supplies, renting electronics, etc.
  • Manage administrative, and financial activities such as credit card reconciliation, petty cash reports, eCommerce orders, and other information requiring the ability to provide proper accounting of funds.
  • Assist with administrative and event functions for events, including working on a number of events of campus-wide significance, including graduations, galas, conferences, dedications, major donor events, and all functions executed by the Office of the President.
  • Maintain University website in coordination with Pepperdine's Integrated Marketing and Communication team; use Fonteva to create online event registrations and link to online Trumba calendar and keep the website up to date with current events.
  • Initiate technical and operational requests regarding the computer, telephone, and physical facility needs for the department. 
  • Participate in various staff, team, and committee meetings or activities.
  • 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: High school diploma. Two years minimum office experience with special events planning, fundraising management, or alumni and volunteer relations management. Basic office experience, comfortable and confident in computer skills (Fonteva, Trumba, Google Suite, 25Live, CANVA, PeopleSoft, Retrieve, Raiser’s Edge). Strong oral and written communication skills; event coordination skills; effective interpersonal and public relations skills; self-starter; strong organizational skills, and ability to work as a team member. Creative problem-solving skills; results-oriented; task-driven; ability to maintain multiple schedules and perform well under pressure individually and as part of a team. Adaptable and able to respond to any updates, changes, or modifications in a timely manner. 

Preferred: Bachelor’s degree. Two years minimum office experience with special events planning, fundraising management, or alumni and volunteer relations management.

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: $50,000.

Advertised: Pacific Daylight Time
Applications close:

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