Reporting to the Assistant Director of Campus Operations, the Office Manager is responsible for providing comprehensive administrative and operational support to Campus Operations. This includes managing key financial processes, coordinating departmental logistics, ensuring compliance with external regulations, and serving as a point of contact for the University community. The role is also critical for leveraging data and systems to improve departmental efficiency and support strategic initiatives.

Duties

• Administrative Support & Communication:
  • Coordinate and plan monthly manager meetings, including room booking, equipment setup, and providing meals.
  • Assist with departmental training initiatives. 
• Financial & Procurement:
  • Manage financial tasks, including the reallocation and substantiation of all credit card purchases.
  • Process and pay all DMV vehicle registrations.
  • Submit requisitions and purchase orders for the Auto Shop, Mail Services, and Transit Services departments.
  • Process invoices into OpenInvoice and prepare internal department recharges.
  • Assist with major purchases, including equipment and vehicles. 
• Compliance & Permitting:
  • Ensure compliance with three governmental agencies by managing the renewal of permits with the State of California. This includes the Motor Carrier Permit (DMV) for Transit Services, the Underground Tank Tax and Fee (California Department of Tax & Fee Administration) for Automotive Services, and the Air Resource Board permit (California Environmental Protection Agency) for the use of off-road diesel-fueled fleets. 
• Customer Service:
  • Serve as a backup for Customer Service Specialist and Assistant Director by ensuring requests are accurately entered, tracked, and closed in the Computerized Maintenance Management System (CMMS).
  • Screen requests for completeness and duplication. Provide customer service to the community via phone calls or emails for all Campus Operations inquiries.
• Vehicle & Fleet Management:
  • Work closely with the Department of Insurance and Risk to ensure all university vehicles are properly insured.
  • Review and close out Auto Shop work orders.
  • Assist with vehicle maintenance tasks like smog checks and manufacturer recalls. 
• Departmental Support:
  • Provide support to the Mail Services, Transit, and Auto Shop.
  • This includes updating and maintaining the Campus Operations website, creating a spreadsheet to track purchase orders and invoices, and assisting with various departmental tasks, including specialized projects. 
• Other duties as assigned.
• Uphold the university's mission and standards 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:

• High school diploma or equivalent with a minimum of five (5) years of customer service experience is required, preferably in a University and/or operational setting.
• Demonstrated ability to work well under pressure is required.
• Strong English written and verbal communication skills, strong organizational skills with an emphasis on managing multiple tasks, ability to work independently and as part of a team, and ability to meet required deadlines is required.
• Ability to operate standard office equipment.
• Must consistently project a professional demeanor and positive attitude.
• Normal mobility and ability to periodically lift and carry objects weighing as much as 30 pounds, including up and down stairs.
• Must have a reliable means of transportation
   
• Must hold a valid driver's license and be insurable under the University's standard auto insurance requirements.
• Proficiency in G Suite (Google Apps), Word, and Excel.

Preferred:

• Proficiency in operations, documentation, procedures, and protocols.

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

Expected Pay Range: $25.20 - $28.00 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.