Business Services Specialist

The Administrative Specialist supports the operations of the office of the Associate Vice President for Human Resources and Business Services and plays a central role in advancing the operational effectiveness of the Business Services division.

This position is responsible for driving projects forward, coordinating cross-functional initiatives, and supporting daily operations across the Business Services division. Serving as a central point of coordination for the division, the Administrative Specialist partners with internal departments and external business partners to ensure alignment, execution, and delivery of high-quality service.

The Business Services division oversees campus dining services, bookstores, licensing, vending, summer conferences, filmings, and the on-campus Executive Center. This position plays a key role in supporting these areas through collaboration, project coordination, benchmarking, walk-throughs, reporting, audit processes, operational implementation, and provides additional support across Business Services operations as needed.

As a member of the Chief Operations Officer central administrative team, the Administrative Specialist contributes directly to the success of the COO area by supporting strategic initiatives, managing operational processes and workflows, and maintaining a professional, efficient, and hospitable office environment. This position regularly interfaces with colleagues, senior leadership, and external partners, and is expected to represent the division with professionalism, discretion, and excellent communication.

The Administrative Specialist embodies and promotes a workplace culture aligned with Pepperdine University’s mission—pursuing excellence, fostering collaboration, and supporting a high-performing, values-driven environment.

• Operations:
  • Maintain and administer the division’s project management system and operational tracking tools, ensuring priorities, timelines, and deliverables are clearly tracked, accurate, and executed
  • Track and maintain required vendor documentation, including Certificates of Insurance (COIs) and POI forms for third-party staff, ensuring compliance with, and completion of, all University requirements
  • Coordinate operational logistics related to campus services, assets, and vendors, including equipment removal, relocation, replacement, and installation
  • Coordinate cross-functional projects and initiatives with internal stakeholders and external business partners to drive alignment and execution
  • Coordinate and communicate operational updates to internal stakeholders and business partners, including hours of operation, service changes, emergency notifications, and construction impacts
  • Develop, review, and edit high-quality presentations, reports, and communications to support divisional initiatives and leadership priorities
  • Conduct research and benchmarking to support operational improvements and strategic decision-making
  • Support planning logistics, coordination, and execution of divisional and University initiatives (e.g. New Student Orientation, Board of Regents meetings)
  • Conduct operational walk-throughs; identify issues, initiate work orders, and provide follow-up communications to stakeholders and business partners
  • Support internal and operational audits, onboarding/offboarding processes, and other compliance-related processes
  • Provide support to the Emergency Operations Committee and other cross-functional assignments as needed
• Administrative and Communications:
  • Manage calendars for divisional leadership
  • Coordinate meetings and administrative logistics, including room reservations, virtual meeting links, materials preparation and distribution, and follow-up
  • Serve as a central point of contact for division…