Academic Program Coordinator for the Department of Art and Design

Seattle University; Seattle (WA); Hybrid; USD 45,000 - 54,000; Full time

Job summary

Seattle University seeks an Academic Program Coordinator for the Department of Art and Design, offering a full-time hybrid role. The position requires skills in communication, organization, and customer service, with responsibilities including managing the department office and facilitating course scheduling. Candidates should have experience in administrative support, demonstrating a commitment to diversity and excellent service.

Benefits

Health insurance

Retirement contributions

Paid tuition benefits

Wellness program

Generous holiday schedule

Qualifications

• 4 years of administrative office support experience.
• Ability to communicate effectively and provide excellent customer service.
• All candidates must show commitment to diversity.

Responsibilities

• Manage department office and operations.
• Create and manage course scheduling.
• Assist students with registration and support faculty.

Skills

Effective Team Collaboration

Emotionally Intelligent Communication

Customer Service

Organization

Education

High School Diploma

Bachelor's degree

Tools

MS Office

Job description

Academic Program Coordinator for the Department of Art and Design

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Academic Program Coordinator for the Department of Art and Design

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Join to apply for the Academic Program Coordinator for the Department of Art and Design role at Seattle University

Academic Program Coordinator for the Department of Art and Design

Seattle University

Academic Program Coordinator for the Department of Art and Design

FLSA Status: Nonexempt

Market Reference Range (MRR): 6

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

Job Duties:

Manage department office (25%)

• Manage operations, supplies, equipment, filing, archives and mail distribution. Master electronic data systems to input and export data, produce reports, perform word-processing, generate spreadsheets, copying, scheduling appointments, administer student and faculty access to facilities.
• Collect and archive faculty syllabi and student files.
• Collaborate with the department chairs, operations manager, and faculty in departmental planning
• Maintain confidentiality in all aspects of student, staff and university information. Understand, interpret, and enforce University, College, and Department policies. Attend faculty meetings and record minutes.
• Provide reception services for the department. Interact with students, parents, faculty and visitors in person and on the phone. Respond to questions or refer students and others to appropriate contacts.
• Conduct tours and provide information to prospective students.
• Coordinate classroom technical support and provide technical assistance with software and office equipment. Work closely with Facilities and Conference and Events to keep classroom and studio spaces clean and in working order.
• Provide general assistance to students. Answer inquiries and general problem-solving.
• Manage email lists of current students and alumni to be able to communicate news, on/off campus arts events, internships, and employment opportunities.
• Manage the graduate assistants.
• Provide student access to lockers, classrooms, music rooms and studios. Manage keys and access codes lists.
  
  

Course Scheduling (30%)

• Create and manage the yearly scheduling data including the quarterly classroom schedule for all the classrooms, studios, and labs. Enter class schedule and course specifics in Schedule Planner, the university's online scheduling program. Work closely faculty to create individual teaching schedules.
• Work closely with the Operations Manager to audit schedules based on department workloads.
• Work closely with the Registrar's office, Conference and Events, and the Academic Programs Manager in the Cornish College of the Arts at Seattle University to audit and submit revisions to the academic room schedule.
  
  

Student Registration (30%)

• Assist students with supplemental registration forms, administer manual course registrations, and manage registration waitlists for the department.
• Work closely with faculty to design custom waitlists for classes with high demand. Manage waitlists and work closely with department faculty to coordinate and schedule lessons.
  
  

Support faculty (15%)

• Support faculty advising; manage and assign advisee lists for both departments, and create and distribute department registration forms including manual registration, waitlists, 2 year/4 year plans, and program descriptions.
• Manage faculty contact lists to distribute and communicate news and events to/from faculty. Initiate and distribute documents and reports. Assist faculty with proofreading, advising, roster lists, entering grades and distributing evaluations. Assign academic advisors to new majors and minors.
• Assist faculty with printing, setting up Canvas, ordering textbooks, and access to classrooms.
• Assist Chairs as needed with research regarding programs, grants or other issues germane to furthering department goals.
  
  

Marginal Job Functions

• Provide support to the Department of Art and Design to promote retention, fund-raising, and recruiting efforts. Attend training sessions as needed to upgrade technical and job-related skills.
• Provides backup for the Operations Manager
• Perform other duties as assigned.
  
  

Qualifications

• High School Diploma and four years administrative office support experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
• Proficiency in MS Office: Word, Excel, PowerPoint and Outlook.
• Ability to communicate effectively with others in writing, by phone or in person.
• Excellent customer service skills including the ability to create a warm and welcoming environment and work with diverse populations.
• Ability to organize and prioritize and able to perform multiple tasks successfully.
• All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.
• All positions at Seattle University require a criminal history background check.
  
  

Preferred Qualifications

• Bachelor's degree with two years administrative experience in a university or college setting.
• A dedicated interest and experience in fine arts.
• Excellent written and oral communication skills.
• Keen attention to accuracy and detail.
• Ability to work with a diverse population effectively with great sensitivity and finesse.
• A commitment to excellence and a professional disposition.
• Experience with Adobe and various data systems software.
  
  

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation At a Glance

Salary Range: $53,500

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits At a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

To apply, please visit: https://seattleu.csod.com/ats/careersite/JobDetails.aspx?id=2785&site=2

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