Office Coordinator, Office of Online Learning

The Office Coordinator is an important role in facilitating seamless operations within the Office of Online Learning. Key responsibilities include providing administrative assistance to the Senior Associate Provost, ensuring compliance support, and delivering comprehensive coordination of the office. Exceptional organizational skills, attention to detail, and proficiency in prioritization enable the Office Coordinator to enhance our ability to provide academic excellence in online education delivery.

Duties

• General Office Support

  • Provide general office assistance, including scheduling meetings, ordering supplies, responding to emails, reconciling credit card statements, preparing documents, processing requisitions, and maintaining meeting minutes.

  • Provide scheduling support for Pepperdine International Campuses.

• Compliance Support

  • Maintain meticulous records of state authorization applications, approvals, renewals, and any correspondence with state agencies. This includes organizing digital and physical files.

  • Track deadlines by managing a calendar of deadlines for applications, renewals, and reporting requirements for each state. Send reminders to relevant staff members.

  • Enter data into spreadsheets or databases to track program information, state requirements, and authorization status.

  • Prepare documents, including applications, reports, and other required materials for state authorization. This includes formatting, proofreading, and compiling supporting materials.

  • Manage communication by handling incoming and outgoing mail, email, and phone calls related to state authorization. Direct inquiries to the appropriate staff members.

• Research and Information Gathering

  • Research and compile information on state regulations and requirements for online education. Stay up-to-date on any changes in legislation or policies.

  • Maintain a database of contact information for state agencies and licensing boards.

  • Gather information on university programs, including course descriptions, faculty credentials, and learning outcomes, to include in state authorization applications.

• Communication

  • Update the university website with information on state authorization status and program availability.

  • Assist with the development of communication materials for students and faculty about state authorization.

  • Identify areas for improvement in state permitting processes and suggest solutions.

• Other duties as assigned

• Uphold the 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 degree in business administration, political science, education, or a related field.

• 1 year of experience providing administrative support in an office setting.

• Meticulous attention to detail and accuracy in handling documents and data.

• Exceptional organizational skills and ability to manage multiple tasks and deadlines effectively.

• Excellent written and verbal communication skills, including professional phone etiquette and email correspondence.

• Ability to work collaboratively with internal and external stakeholders, including state officials, faculty, and staff.

• Ability to identify and resolve routine problems independently and escalate complex issues appropriately.

• Proficiency in using office technology, including computers, printers, scanners, and online collaboration software.

• Ability to adapt to changing priorities and work effectively in a fast-paced environment.

• Ability to maintain confidentiality of sensitive information.

• Knowledge of working with computers and applications in a networked environment.

• Proficiency in Microsoft Office applications and learning management systems.

Preferred:

• Bachelor's degree in business administration, political science, education, or a related field.

• 2+ years of experience providing administrative support in an office setting.

• Experience in higher education.

• Familiarity with the structure and operations of higher education institutio