Pepperdine University s1

PEPPERDINE UNIVERSITY LONDON PROGRAMME SEAVER COLLEGE

POSITION TITLE Assistant Director – full-time, temporary (maternity cover).

LOCATION London Office, 56 Prince’s Gate, London SW7 2PG. Individual must have the right to work in the UK

JOB DESCRIPTION First and foremost to assist the Director in any way deemed necessary on an administrative/support level as provide general support for the front office, students, faculty, house and programme operation. Working in the front office, the assistant is the first point of contact with the faculty, students, and the public. Frequent interruptions, which must be handled graciously but wisely, occur along with tasks that must be performed on a timely basis.

GENERAL RESPONSIBILITIES

 Maintain petty cash (entries every day, justify each week)  Book theatre tickets and excursions  Order supplies  Complete students forms for Malibu  Respond to student needs  Organise weekly dinners  Provide administrative support for the faculty  Uphold university’s mission and vision

RESPONSIBILITES BY TERM

 Group arrival  Orientation  House plan  Class schedule and finals schedule (coordinate with School of Law)  Semester calendar  Educational Field Trips  Textbook sales  Group flight and tube passes  Add/drop  Faculty contracts  Faculty dinner or luncheons  Parliament tour  Hiring of student workers  Teacher and program evaluations  Proctor exams if professors are unable to  Organise the final banquet

NECESSARY QUALITIES

 Positive attitude and sense of humour  Organisation/attention to detail/thoroughness/follow up  Ability to proofread and edit copy  Strong administrative, communication, and supervisory skills  Ability to manage general office needs (fax, photocopy, mail, file, e-mail, telephone)  Honesty and loyalty  Patience and flexibility, adaptability, good problem-solving skills  Professionalism  Solid knowledge of Microsoft Office, including Word, Excel, Publisher, Powerpoint and Outlook  Strong knowledge of and ability to use the internet  Ability to handle figures easily  Excellent understanding and knowledge of London  Enjoy working with young, university-aged students  Willingness and ability to travel occasionally

DESCRIPTIONS OF DUTIES

Receptionist/Front office  Take incoming calls  Greet visitors  Answer door/accept deliveries  Sort mail  E-mail correspondence  Fax machine  Photocopying  Filing  Organise courier service as needed

Student Life  Prepare and deliver announcements at Convocation  Co-ordinate group dinners  Supervise student workers o Student worker duties include organizing library materials, kitchen duties, office assistant and media coordinator (duties range from 2 – 10 hours per week) o Monitor student work hours and advise director of appropriate number of working hours for each student o Programme Assistant is also responsible to recruit, hire, and train new student workers each term  Prepare emails regarding add/drop, registration, financial aid, other university matters  Organise doctor/dentist visits  Assist in preparing for the educational field trips (flights, coaches, hotels, tour guides) o Trips range from 1 to 5 nights and days in England and/or surrounding European countries. Includes occasional travel with students and the Director on field trips (private lodging, meals, and other related expenses to be provided by the University).  Assist in planning and organising orientation  Assist students in adapting to life in London (serve as an “expert” on London)  Work with student representatives to supervise SGA expenditures and activities  Organise course day trips, concerts, plays, social events, etc.  Order and distribute group photographs  Organise final banquet programme with director and student leaders

Faculty  Inform director of needs and requests  Photocopying  Book any museums/theatre trips they ask for  Organise faculty lunches/dinners  Co-ordinate evaluations  Distribute and collect grade sheets  Reimburse faculty expenses from petty cash

Orientation/Beginning and End of Term  Prepare student packets  Organise door cards  Complete room checks  Manage group flights  Order textbooks and library books for term  Co-ordinate textbooks and collect money  Keep textbook inventory  Make sure everyone enrolled in at least 12 units  Order food for in-house orientation

House/Office  Arrange for repairs and maintenance of house, office equipment and appliances  Order supplies for house including cleaning, office, breakfast, linens, coke machine  Maintain all house keys  Receive bids for work on house  Maintain petty cash account  Collect and account for money from laundry machines and pay telephone  Co-ordinate House stays for Florence, Heidelberg, and Lausanne programmes

SALARY £30,000 annual