Executive Coordinator

Seattle University; Seattle (WA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

Seattle University is seeking an Executive Coordinator to provide high-level administrative support to the Dean of the College of Science and Engineering. This role enhances leadership effectiveness by coordinating calendars, communications, travel, and special projects, while serving as a key resource for faculty and staff.

You will manage meeting logistics, assist with rank and tenure processes, support donor relations and events, and ensure smooth operations across the college.

Qualifications

Responsibilities

• Schedule the dean's meetings with faculty, staff, donors and visitors.
• Take minutes and transcribe for Executive Committee meetings and college-wide meetings as needed.
• Arrange travel for the dean and coordinate with campus offices for information requests.
• Collaborate with the college's development officer to set up donor meetings, special visits, and events.
• Serve as the contact for college calendar postings and manage college listserv permissions.
• Provide administrative support for the Executive Committee, Student Advisory Council, faculty searches, rank & tenure processes, and annual reviews.

Job description

Months Per Year: 12

Work Model: Hybrid Work 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.

Job Description Summary

The Executive Coordinator provides high-level administrative and operational support to the Dean of the College of Science and Engineering, contributing to the effective leadership and advancement of the College. This position supports the Dean's efforts to promote and represent the College within the University and with external constituents, including donors, alumni, corporate partners, prospective students, and other key stakeholders.

The Executive Coordinator manages administrative functions within the Dean's Office and supports special projects and initiatives as directed by the Dean. The position also serves as a key resource to faculty and staff, providing guidance and information related to University and College policies, procedures, rank and tenure processes, and business operations.

The Executive Coordinator reports directly to the Dean of the College of Science and Engineering and plays an important role in fostering effective communication, coordination, and collaboration across the College.

Position Description:

This position supports the efforts of the dean to lead and promote the college both within the university and externally to donors, alumni, corporate partners, and prospective students, etc. The executive coordinator is responsible for administrative support duties in the Dean's Office and supports various projects as the dean requires. This position serves as a resource for faculty and staff regarding policies, procedures, rank and tenure, and the business functions of the college.

Essential Job Functions

Executive Assistant (45%)

• Schedule the dean's meetings with faculty, staff, other members of the university community, donors, and visitors.
• Take minutes and transcribe same for Executive Committee meetings as well as college-wide meetings, as needed.
• Make travel arrangements for the dean. Communicate with the appropriate offices on campus to fulfill the dean's requests for information.
• Collaborate with college's development officer to set up donor meetings for the dean, special visits, and events.
• Serve as contact for requests for college calendar postings. Oversee permissions for college listservs.
• Provide administrative support for the Executive Committee, Student Advisory Council, faculty searches , rank & tenure process, annual performance reviews, sabbaticals, and other activities designated by the dean.

Event Planner (20%)

• Arrange faculty/staff meetings, events and all college-wide receptions and gatherings.
• Create agendas, schedules, orders of events and briefs for events as needed.
• Collaborate with other college and university principals as needed for event planning.
• Create and maintain invitations, name tags and RSVP lists.
• Coordinate with CES, Catering and ITCS as needed.

Clerical (15%)

• Keep track of forms requiring dean's signature and route them accordingly.
• Maintain/update personnel files of faculty members and college roster updates.
• Coordinate rank-and-tenure dossier submission and support rank -and-tenure process within the college.
• Produce grade distribution reports for faculty members seeking promotion and/or tenure.
• Handle paperwork for annual performance reviews, sabbatical requests, and junior faculty development leaves.