The Event Coordinator supports the Director of Culture and Community to execute high-quality events, including spiritual life programming. Contribution to the University's mission and strategic plan is made by coordinating a diverse array of high-quality events that enhance the overall connection to, and promotion of, the GSEP culture both internally and externally.

Duties

• Provide in-person event support, including day-of coordination, setup, teardown, and flexibility to work evenings and weekends as needed, on- and off-campus.
• Coordinate event date selection, room scheduling, and calendar scheduling.
• Solicit and review Banquet Event Orders.
• Craft and keep timelines related to each event.
• Update and manage the University's Trumba calendar, 25 Live, Google Calendar, and Workfront for all GSEP events.
• Research and maintain venue and vendor lists.
• Make recommendations on vendors based on quality and cost.
• Research, solicit, and draft contracts for speakers for the following GSEP events:
  • Distinguished Lecture Series, GSEP Research Symposium, Commencement / Grad, Webinars, Lifelong Learning Women's Forum, Sacred Centering, Guidepost authors, Faculty Honors, and Giving Thanks Celebration.
• Build and maintain day-of logistics list and supplies.
• Develop content:
  • Create and coordinate all event support materials, including digital and print materials in Marq, agendas, run-of-show, and scripts.
  • Work in Cvent to create events, manage registrations, and track attendance and finances.
  • Compile reports about past events to inform future activities.
  • Oversee the Event Intake and Approval form.
  • Collect, analyze, and utilize event data and feedback to identify opportunities to improve future initiatives.
• Review and appropriately respond to email messages in the following inboxes:
  • gsepgrad@pepperdine.edu as well as the Grad Hotline
  • events@pepperdine.edu
• Troubleshoot event constituents' requests and complaints.
• Collaborate with the Director on resolutions.
• Communicate with outside organizations and stakeholders.
• Work with and maintain a quality relationship with various on-campus departments, including, but not limited to:
  • Learning Design Technology Team - for support with hybrid event production
  • Real Estate Operations - for room reservation and scheduling
  • University Events - for event collaboration
  • Integrated Marketing Communications - for communication and marketing support
  • HUB for Spiritual Life - for event participation
  • Student Associations - for event participation
  • Center for Global Learning and Partnerships - for event collaboration
  • Foster Grandparents - for volunteering and event participation
  • IT and warehouse services to ensure event details are correct
  • Public Safety - for event security and on-campus visits
  • Playa District - for deliveries and security
• Recommend strategic plans to foster a deeper connection to and promote the GSEP culture, internally and externally.
• Track event budgets, including payment requisitions.
• Draft and solicit signatures for speaker agreements, W9s, University vendor agreements, and all travel and lodging arrangements for keynote/presenters.
• Create online storefront pages for payment collection associated with events (regalia, book sales, etc.)
• Serve as a contact during the absence of the Director of Culture and Community.
• Participate in GSEP's annual commencement ceremonies, GSEP Faculty/Staff Launch, University Founder's Day, GSEP Research Symposium, Lifelong Learning Women's Forum, Margaret J. Weber Dean's Distinguished Lecture Series, Sacred Centering, Giving Thanks Celebration, and GSEP Staff meetings.
• 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:

• Associate's or Bachelor's degree or equivalent experience.
• 3+ years of professional experience in communications, non-profit, or business.
• Excellent organization, attention to detail, and logistical skills.
• Strong interpersonal, written, public speaking, and communication skills.
• Positive, energetic attitude and ability to work cooperatively on a team.
• Ability to demonstrate customer service and problem-solving skills.
• Ability to demonstrate skills in reading and maintaining a budget.
• Experience with event set-up and tear down, including the ability to spend extended time standing, walking, and moving materials around twenty pounds or heavier.
• Teachable and eager to learn.
• Ability to build collaborative relationships.
• Ability to work independently and as a team.
• Ability to sustain productive, mutually respectful, and collaborative interpersonal working relationships with administrators, faculty, staff, and students.
• Ability to work independently and take initiative.
• Excellent oral skills.
• Ability to interact cooperatively and effectively with all GSEP constituencies.
• Ability to prioritize assignments and meet deadlines in an environment with fluctuating demands, frequent interruptions, and multiple priorities.
• Strong customer service orientation.
• Ability to maintain confidentiality.
• Skill in proofreading and editing documents for correct spelling, grammar, punctuation, and format.
• Ability to complete projects and tasks.
• Proficiency with Microsoft Office Suite products, Google applications, and digital communications.

Preferred:

• Experience in digital communications.
• Experience in project management.
• Familiarity with University systems and procedures, including finance procedures.
• Experience in marketing and communications.
• Experience in higher education.
• Experience with conflict resolution.
• Ability to work collaboratively with a diverse population of students, staff, alumni, and administrators.
• Knowledge of Fonteva and Raiser's Edge.
• Knowledge of Canva, Marq, Photoshop, or similar graphic design programs.

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

Expected Pay Range: $22.50 - $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. 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.