Under the general supervision of the Director of Administration for Planning, Operations, and Construction (POC), the Office Manager oversees and manages the department’s administrative, financial, and process-related functions. This position is responsible for office upkeep, implementing office policies, coordinating meetings, supporting onboarding, and providing administrative support related to project delivery. The Office Manager supports department leadership, ensures effective office operations, and contributes to the successful planning, execution, and reporting of departmental and University initiatives while upholding University mission, values, and standards.

Duties

• Administrative & Office Operations Support:
  • Manage departmental mail, preliminary notices, and document scanning/filing.
  • Maintain physical and digital filing systems, including archive retrieval and research.
  • Monitor and respond to shared department inboxes; route inquiries appropriately.
  • Answer and route incoming phone calls and deliveries.
  • Process vacation requests and maintain tracking logs.
  • Maintain office organization, inventory, and supply replenishment (office, kitchen, PPE, conference rooms).
  • Coordinate plotter and print requests through third-party vendors.
  • Maintain department website updates and online form submissions.
  • Order and track office supplies.
  • Manage office operating budget and budget reporting.
• Administrative Team and Student Worker Supervision:
  • Supervise the administrative team.
  • Manage student workers, including recruitment, onboarding, and workload assignment.
• Project & Contract Administration Support:
  • Prepare and maintain project documentation (RFPs, scopes of work, etc.).
  • File and track preliminary notices.
  • Support contract administration in Kahua (including project creation and user setup).
  • Assist with vendor vetting and qualifications package tracking.
  • Provide backup support for Contract Administrator administrative functions.
• Systems & Software Administration:
  • Support Kahua administration (user setup, vendor onboarding, troubleshooting, project creation).
  • Manage OxBlue user access for project camera systems.
  • Purchase and track software licenses (Bluebeam, AutoCAD, Adobe CC, etc.).
  • Submit IT tickets and assist with troubleshooting.
  • Submit work orders via WebTMA or coordinate facilities requests.
• Onboarding & Personnel Support:
  • Develop onboarding checklists and coordinate new hire setup and training.
  • Coordinate vendor onboarding and campus access credentials.
  • Manage vendor onboarding and POI access/ID card coordination.
• Calendar & Meeting Coordination:
  • Schedule and coordinate meetings for department leadership and staff.
  • Manage 25Live room reservations; Prepare conference room schedules.
  • Coordinate department-wide events, including food orders and logistics. 
• Fleet & Facilities Coordination:
  • Manage company vehicle maintenance, fueling, inspections, and servicing.
  • Maintain kitchen facilities and daily office upkeep.
  • Oversee e-waste disposal and equipment inventory management. 
• Reporting & Strategic Support:
  • Assist with research and information gathering at the request of departmental leadership.
  • Deliver high-level customer service to internal and external stakeholders. 
• Other duties as assigned. 
• Uphold University 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 and two (2) years of experience or equivalent years of experience in office operations and management.
• Possess strong organizational skills with emphasis on handling multiple tasks and meeting deadlines.
• Knowledge and application of office management principles.
• Ability to shift priorities for flexibility in work assignments.
• Ability to maintain strict confidence and remain calm under pressure.
• Ability to work effectively with minimal supervision, as well as part of a team.
• Consistently project a professional demeanor and positive attitude.
• Ability to effectively and professionally communicate with University administrators and project clients.
• Strong English written and verbal communication and interpersonal skills.
• Willingness and ability to periodically work overtime hours.
• Proficiency in MS-Access, Word, and Excel.
• Proficiency in Google suite.

Preferred:

• Three (3) or more years of experience in office operations and management.
• Experience in a design, construction, and/or facilities department.
• Experience with University administrative functions and protocols.
• Prior supervisory experience.

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

Expected Pay Range: $27.88 - $28.84 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. Pepperdine is committed to providing a work environment free from all forms of unlawful discrimination and harassment. Engaging in unlawful discrimination or harassment will result in appropriate disciplinary action, up to and including dismissal from the University.

Pepperdine is religiously affiliated with the Churches of Christ. It is the purpose of Pepperdine to pursue the very highest employment and academic standards within a context that celebrates and extends the spiritual and ethical ideals of the Christian faith. While students, faculty, and staff represent many religious backgrounds, Pepperdine is permitted under applicable law and reserves the right to seek, hire, and promote persons who support the goals and mission of the institution, including the right to prefer co-religionists who support Pepperdine's Christian mission.

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.