The Division Coordinator collaborates proactively with the Associate Dean to ensure effective administration of the Division. The primary focus of the position is to plan, direct, implement and execute the administrative support activities of Psychology Division faculty, staff and administration in order that the function, goals and objectives of the Psychology Division are accomplished. Working closely with the Associate Dean, the Division Coordinator takes responsibility for the Division’s administration, including budget, financial and personnel matters, and supervises both the Divisional administrative support staff and Graduate Student Assistants who work in the Division.

Duties

• Psychology Division Administration
  • Serve as a liaison between the Associate Dean and key constituencies, including faculty (full-time and adjunct), staff, students, internal departments, and external partners (e.g., universities, agencies, clinics, and business community).
  • Oversee and coordinate divisional administrative operations, including managing administrative support workflows, ensuring faculty support needs are met, and implementing process and system improvements to enhance efficiency and student service.
  • Manage procurement, inventory, and maintenance of divisional resources, including psychological assessment materials and office supplies; coordinate office moves and operational logistics.
  • Draft, edit, and prepare reports, correspondence, and presentations; gather and analyze data and conduct research to support divisional initiatives and special projects.
  • Coordinate faculty meeting logistics, including preparation of materials and recording/maintaining meeting minutes.
    Lead the development, revision, and maintenance of divisional materials such as adjunct policies, biographies, and student handbooks.
  • Supervise Graduate Assistants across multiple campuses (West LA, Calabasas, Irvine), including scheduling, training, task assignment, oversight of daily operations, and timekeeping approval.
  • Plan and execute new student orientations across campuses, including room reservations, coordination with faculty/staff, materials preparation, student registration, and on-site logistics.
  • Oversee divisional initiatives and programs such as direct mail projects and PSI CHI coordination, including student application processing and GA involvement.
  • Provide direct administrative support to the Associate Dean, including managing communications, scheduling, and handling correspondence.
• Instructional Support
  • Manage end-to-end course scheduling processes, including development of term schedules in collaboration with advisors and the Associate Dean, system input and maintenance in Wavenet, quality control of scheduling data, report generation, and communication of updates to faculty and staff.
  • Coordinate with Registrar and Student Services to ensure course scheduling aligns with student needs and institutional requirements.
  • Oversee book adoption and instructional material processes, including communication with faculty, coordination with bookstores, tracking submissions, securing desk/exam copies, and preparing requisitions for purchases or borrowed materials.
  • Manage instructional resources, including oversight of the video library (check-in/check-out systems, equipment coordination, external rentals) and resource center operations (syllabi database, contracts, reporting, and archival records).
  • Administer student evaluation processes, including system setup (Digital Measures), faculty communication, tracking and distribution, quality control of evaluation data, reporting, and record maintenance; coordinate manual processes when needed.
  • Coordinate exam proctoring arrangements in collaboration with faculty, students, and the Office of Student Accessibility.
  • Provide oversight of administrative processes for guest speakers, including tracking agreements, supplier setup, requisitions, and payment processing
• Budget and Financial Management
  • Partner with the Associate Dean and Director of Budget, Planning, and Research to support divisional financial planning and align with the University’s Annual Strategic Planning (ASP) process.
  • Generate and manage adjunct faculty contracts each term, including obtaining approvals and coordinating onboarding in partnership with HR (e.g., new hire paperwork, I-9 completion).
  • Perform ongoing budget and financial operations, including preparation, monitoring, reconciliation, and reporting of divisional budgets and financial activity.
  • Serve as liaison for non-payroll expenditures, including travel, research, development, and supplies; prepare, track, and audit expense reports and payment requisitions.
  • Oversee divisional purchasing and credit card activity across multiple campuses, including reconciliation, allocation, and monitoring of expenses.
  • Prepare financial and budget reports for the Associate Dean to support decision-making.
  • Manage revenue collection and deposits related to divisional activities, including testing materials and bookstore transactions.
• Participation in various meetings and activities that involve teams, committees, and other formal and informal work groups, including GSEP's annual commencements and GSEP staff hiring committees. 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 or seven (7) years of administrative experience.
• Minimum five (5) years of administrative experience as an Office Manager, Executive Assistant, Coordinator, or other high level executive.
• Experience interacting with the public or diverse stakeholders.
• Two (2) or more years of supervisory experience. Ability to participate in interviewing, hiring, and evaluating job performance.
• Ability to represent GSEP and the Division to University, student, and external constituencies.
• Ability to hire, train, and supervise Division administrative support staff, including graduate assistants across multiple campuses.
• Excellent written and verbal communication skills, with the ability to interact effectively and diplomatically to obtain and convey information.
• Demonstrated organizational skills and ability to manage a high-volume workload with multiple priorities and competing deadlines.
• Ability to work independently, take initiative, and collaborate effectively in a team-oriented environment.
• Ability to manage multiple projects across diverse constituencies.
• Ability to support and assess collaborative initiatives and build engagement among diverse stakeholders.
• Ability to develop and maintain collaborative, professional working relationships with administrators, faculty, staff, and students.
• Strong ability to assimilate and integrate complex information.
• Strong troubleshooting and problem-solving skills.
• Ability to anticipate the impact of decisions and adapt solutions creatively.
• Strong written communication skills, including the ability to produce clear, organized, and accurate reports and documentation with minimal supervision.
• Proficiency with standard business software (e.g., Microsoft Office Suite) and ability to learn new systems and technologies.
• Desktop computer with mainframe interface, laser printer, photocopy machine, calculator, telephone including voice mail, photocopier, and scanner.

Preferred

• Bachelor's Degree and seven (7) or more years of administrative experience.
• Experience interacting and collaborating with stakeholders in a higher education or academic setting.
• Familiarity with higher education policies, procedures, and administrative operations.
• Familiarity with business software such as PeopleSoft, Canvas, Google Sheets.

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

Expected Pay Range: $30.04 - $33.38 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.