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Assistant to the Assistant Vice President

Apply now Job no: 501415
Work type: Regular
Location: Malibu Campus
Categories: Administrative/Office Support

The Assistant to the Assistant Vice President will provide high-level administrative support to the Assistant Vice President overseeing Governmental and Regulatory Affairs, the Department of Public Safety, and the Center for Sustainability. The ideal candidate will be able to research, manage, and support a plethora of items and projects in a variety of areas, including, but not limited to, those overseen by the Assistant Vice President. 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, while remaining proactive, resourceful, and efficient, with a high level of professionalism and confidentiality is crucial to this role. This person must utilize problem-solving skills on a myriad of levels, from rearranging complex schedules to revising and refining existing policies. 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, strong decision-making ability, and attention to detail are equally important.

Duties

  • Project Support:
    • Organize, compile, and complete reports on an assortment of topics. Draft emails on a wide range of topics. Communicate with high-level consultants, including attorneys, environmental experts, and engineers, governmental officials, and students, faculty, and staff throughout the University. Draft, edit, and review complex submission and presentation materials for internal and external stakeholders. Monitor and report on federal, state, and local legislation. Plan annual sustainability events, become a certified employee transportation coordinator, and promote sustainability programs and efforts to the internal and external community. 
  • Office Support:
    • Greet visitors and interface with departments and outside vendors. Provide first-level of service on the phones, handling inquiries and directing all incoming calls to the appropriate party promptly and efficiently. Review incoming mail. Draft and proof correspondence, memorandums, and reports.
    • Help maintain departmental budgets and provide regular reports.
    • Process vendor payments, credit card billing, and reconciliations.
    • Responsible for management of the Assistant Vice President’s calendar, requiring interaction with both internal and external executives, assistants, and consultants, to coordinate a variety of meetings. Maintain recurring administrative calendars and coordinate timing of action items for time-sensitive projects. Coordinate travel arrangements, lunches, meetings, and events on behalf of the Assistant Vice President.
    • Formulate and maintain spreadsheets and databases. Draft memorandums and reports. 
    • Organize and maintain files. 
    • Prepare for meetings, including catering and meal requests. 
  • 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. 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.

Pepperdine University is a Christian university committed to the highest standards of excellence and integrity. 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.

Preferred: Strong understanding and passion for sustainability; Experience in sustainability, land use planning, higher education, and regulatory compliance; Strong customer service skills; Strong organizational and communication 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 Standard Time
Applications close:

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