The Advancement Operations Coordinator provides strong operational and administrative support to the Advancement department at Pepperdine University. This individual is responsible for providing exceptional customer service to visitors, donors, and colleagues and represents Pepperdine in the highest regard. This position also manages the third floor shared mailroom and break rooms, ensuring that all communal areas are well maintained and appropriately supplied. The administrative coordinator is also responsible for assisting with aspects of the onboarding and separation process across advancement.

Duties

• Serve as the third floor receptionist, providing impeccable front line customer service to all visitors. Answer incoming calls and forward to the appropriate party or department. Relay important messages to the intended recipient. 
• Manage the third floor mailroom and break rooms, ensuring that communal spaces are always well kept and tidy.
• Assist with onboarding of Advancement staff in partnership with Assistant Director of Operations and Employment. This includes collaborating with supervisors once offers are made to determine new hire needs, ordering equipment, and preparing the workspace for an employee's first day. Help manage departmental laptops, monitors, and other electronics upon employee onboarding and separation. 
• Purchase equipment and supplies for the mailroom and break rooms on the third floor. Ensure that borrowed equipment is returned to designated spaces in a timely manner. Take inventory and sort mail daily. Ensure that break rooms are always well-stocked with necessary supplies (coffee, cleaning supplies, etc). 
• Assist with the coordination and execution of Advancement Events, including holiday parties, monthly all-staff meetings, annual retreat, bi-annual bell ringings, and other celebrations. Responsibilities include securing necessary resources such as booking meeting spaces, arranging audio-visual equipment, ordering refreshments, and managing other logistical needs.
• Manage and update Advancement's photo directory of all staff members. Ensure contact information is up to date and available for colleagues and emergency response purposes. 
• Assist the Assistant Director of Operations and Employment with Human Resources related paperwork as needed. 
• Manage bookings for third floor conference rooms and hoteling offices using 25Live. Confirm all conference room doors are locked at the end of each day. 
• Assist the Advancement team at special events with set-up and check-in as needed which may require some weekend work. 
• Assist in managing day-to-day operations of the department in addition to executing overflow projects from multiple teams within the department, ensuring timely completion and effective coordination between cross-functional teams to meet organizational goals and deadlines.
• Manage and reconcile company credit card: Oversee transactions, ensure accurate and timely reconciliation of credit card statements with company policy. 
• 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 (equivalent work experience may substitute for a degree), 2-3 years experience in an office setting or administrative position; strong Microsoft and Google Suite experience; proficient computer skills; exceptional personalized customer service skills; Strong organizational, verbal, and communication skills; ability to maintain discretion and confidentiality in dealing with sensitive information; detail oriented; ability to work collaboratively with colleagues and independently; critical thinking and problem solving skills; ability and willingness to articulate the Christian mission and culture of Pepperdine in everyday work and interactions with others.

Preferred: Familiarity with Pepperdine University and its Christian mission; familiarity with Advancement in higher education; familiarity with Pepperdine systems (Fonteva, Raiser’s Edge, PeopleSoft); working knowledge of general office equipment such as multi-line phones and printer/copier machines; prior event coordination experience.

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. 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. Qualified individuals with criminal histories will be considered for employment in compliance with applicable laws, including the Los Angeles County Fair Chance Ordinance.

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

Expected Pay Range: $24.75 - $27.50 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.