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Program Coordinator, DBA and MSOD Program Administration

Apply now Job no: 500367
Work type: Regular
Location: West LA Campus
Categories: Graziadio Business School, Administrative/Office Support, Academic Support, Business/Accounting/Finance

The purpose of this position is to support the operations of the DBA and MSOD programs through excellent administrative support to the program directors, students and faculty. This position
manages the event planning and financial transactions for both programs by coordinating with internal and external stakeholders. This position will have a dual reporting structure to two Directors to improve and streamline the administration of both programs.

This position directly supports the University's mission and strategic plan by helping to better serve the students in the DBA and MSOD programs. It will also help to expand Pepperdine's reach to strengthen students' lives for purpose, service, and leadership.

Duties

  • Finances: Responsible for managing financial transactions for both programs which include:
    • Coordinating the cycle of paying approximately 100 (internal and external) vendors. This includes: supplier set up, contracts, requisitions, purchase orders, invoices, change orders, wire payments, and problem-solving with accounting.
    • Maintaining MSOD and DBA financial trackers and program financial process manuals.
    • Reallocating and substantiating up to 5 credit cards.
    • Performing monthly audit of financial files for organization and accuracy. 
  •  Residential and Event Logistics:
    • Managing the coordination of orientations, multi-day residentials, conferences, and events for both the MSOD and DBA program, including purchase materials, prepare handouts, create name tags, and organize lodging and catering. 
  • Student Services/Administration: Support up to 150 students:
    • Assisting with onboarding new students.
    • Creating DBA course schedule.
    • Managing student enrollment.
    • Communicating with students about tasks and following up through completion.
    • Preparing official letters for students.
    • Filing official student letters/documents and processing form requests in E-trieve.
    • Customize/professionalize documents (e.g. FAQs, photo rosters, promotional flyers).
    • Responsible for managing DBA student surveys.
  • Academic Support/Administration:
    • Responsible for managing customized MSOD course evaluations using Qualtrics.
    • Participating in monthly DBA committee meetings, and taking minutes.
    • Scheduling face-to-face MSOD faculty committee meetings and ordering food.
    • Scheduling DBA online courses and sending out invites.
    • Uploading Zoom videos to Panopto and assisting in editing Zoom videos.
    • Optimizing organization of Google drives.
  • Performing other duties as assigned. 
  • Upholding the University's 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. Minimum two years of experience supporting administrative and/or event planning functions in an academic environment. Ability to organize and arrange work, manage multiple projects to meet priorities, schedules, and service and deadlines. Excellent interpersonal, written, and verbal communication skills, with a strong customer service orientation. Ability to work effectively with diverse groups at all levels of an organization. Effective problem-solving skills, high attention to detail, and a focus on quality. Must possess advanced computer skills, including expertise with Microsoft Office, Excel and Google Suite. Must be able to use the copier, printer, and scanner. Must have reliable transportation.

Preferred: Three (3) or more years of experience 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 for enrollment and student documentation. Familiarity with financial transactions (payment procedures, credit card reallocation). Preparing spreadsheets for data collection, analysis and tracking. Expertise with Peoplesoft, Zoom, Qualtrics, Etrieve, Sakai/Courses, and Fonteva.

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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