The Business Services Coordinator is a critical member of the Business Services team, responsible for managing campus space reservations and providing hands-on support for internal and external events. As the primary contact for scheduling and reservations, this role works closely with student groups, faculty, staff, and outside clients (e.g., Summer Programs and film productions) to ensure a smooth and professional event experience. The position also supports administrative tasks related to finance, marketing, and office communications.

Duties

• Manage the 25Live scheduling system: review and approve space reservation requests from students, staff, and faculty. Ensure event feasibility by cross-checking with the University Master Calendar, athletic events, facility maintenance, and major campus gatherings. Coordinate reservations for summer programs, external film shoots, conferences, and one-day events. Act as the liaison to other scheduling offices for locations including Drescher, Villa Graziadio, Athletics, University Church, and academic offices. Maintain documentation and protocols for scheduling policies and reservation processes.
• Attend preplanning meetings and client touchpoint calls to assess event objectives, audience, setup needs, and AV. Coordinate with campus departments (Warehouse, Public Safety, Facilities) to ensure services are requested, scheduled, and confirmed. Conduct on-site walkthroughs and lead venue tours for summer groups, film projects, and private event clients. Maintain working knowledge of insurance requirements, space-use policies, and campus event procedures to guide clients appropriately. Provide on-site support during events, including operations for campus programs like the Waves Market. Stay informed on University event policies, insurance requirements, and risk management protocols to effectively advise clients.
• Manage email and phone communications for the Business Services Office, responding to inquiries and coordinating follow-up. Assist with outreach efforts, including updates to the website, social media engagement, and digital promotions. Support financial processes by preparing invoices, processing deposits and refunds, and creating purchase orders. Organize and secure sensitive financial and client documentation in accordance with University policies. Regularly update schedules, office templates, and client materials. Supports the Business Services office and all other duties that are assigned. 
• Complete other duties as assigned.
• Uphold the University mission through all 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 or equivalent experience required.
• 0–1 years of experience in event operations, scheduling, or related administrative support.
• Familiarity with campus operations, University policies, and scheduling systems. 
• Strong customer service, problem-solving, and communication skills.
• Excellent organizational skills and attention to detail.
• Proficient in Google Workspace.
• Ability to maintain discretion with confidential materials and work both independently and collaboratively.
• Ability to work independently and within a team setting.
• Ability to problem-solve and adapt to a fast-paced environment.
• Ability to perform physical labor (bend, kneel, squat, etc.), climb up/down flights of stairs, walk to buildings/spaces around campus, stand for periods, and must be able to lift/ move up to 40 pounds.

Preferred:

• 2+ years of experience in event operations, scheduling, or related administrative support.
• Experience using 25Live

This is a Regular, Nonexempt, 40 hour per week position.

Expected Pay Range: $23.07-$25.00 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.

Pepperdine is an Equal Employment Opportunity employer and does not unlawfully discriminate on the basis of any status or condition protected by applicable federal, state, or local law.

Qualified individuals should be able to show respect for workplace differences, 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. The University conducts such screenings in compliance with applicable laws and with the objectives of evaluating risk and supporting a safe environment for students, faculty, staff, and guests; safeguarding key University assets including people, property, information, and the University’s reputation; and providing comprehensive job-related information to University leaders to enable them to make prudent hiring decisions. Individuals will be required to disclose any criminal convictions on a designated form after receiving a conditional offer of employment; failure to disclose accurate information may result in withdrawal of the offer or termination of employment. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.