Executive Coordinator

Seattle University; Seattle, Northern (WA, KY); Hybrid; USD 59,000 - 65,000; Full time

Benefits offered by this job

Tuition benefits for employee and for

Job summary

Seattle University invites applications for an experienced administrative professional to support the Dean's Office, handling calendars, travel, correspondence, and records. You will coordinate events, assist with the Dean and Chief of Staff, and ensure confidential handling of sensitive information in a dynamic university setting.

The role requires a high school diploma with 5+ years of senior administrative experience, strong communication, MS Office proficiency, and a commitment to diversity

Qualifications

• High school diploma and five or more years of administrative-level experience.
• Well-organized and self-motivated with excellent interpersonal, verbal, and written communication skills.
• Ability to work effectively with diverse audiences with sensitivity and diplomacy.
• Excellent computer skills, including proficiency with Windows, Word, Outlook, Excel, and PowerPoint.
• Keen attention to detail and accuracy.
• Ability to manage multiple projects and priorities concurrently, and independently prioritize tasks to meet deadlines.
• Ability to act calmly and professionally in challenging situations, relaying information with tact and diplomacy.
• Creativity and analytical problem-solving skills.
• Flexibility: ability to work evenings and weekends as required for scheduled programs and events.
• Diversity and Mission: commitment to diversity and the university’s mission, values, and Jesuit Catholic ethos.

Responsibilities

• Primary Point of Contact: serve as the first point of contact for the Dean's Office and manage a wide variety of requests.
• Operational Support: assist the Dean and Chief of Staff in carrying out daily office operations.
• Correspondence Management: manage email, written materials, and verbal communications; maintain records.
• Calendar and Travel Coordination: manage calendars, arrange on- and off-campus appointments, and travel.
• Event and Public Appearance Support: coordinate events and briefings to prepare the Dean for engagements.
• Sponsored Event Logistics: provide logistical support for dean-sponsored activities, including evenings/weekends.

Job description

Months Per Year: This position is needed to restore core administrative capacity for the Dean and Chief of Staff and maintain day-to-day operations, executive scheduling and coordination, correspondence, records, and event support. Work Model: Onsite 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, race, 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: Essential Duties and Responsibilities

• Primary Point of Contact: Serve as the first point of contact for the Dean's Office, managing a wide variety of internal and external requests.
• Operational Support: Assist the Dean and Chief of Staff in carrying out the operational responsibilities of the Dean's Office.
• Correspondence Management: Manage the correspondence of the Dean's Office, including email, electronic communications, traditional written materials, and verbal communications. Maintain appropriate records for all correspondence.
• Calendar and Travel Coordination: Manage and coordinate the calendars of the Dean and Chief of Staff, including on- and off-campus appointments and all travel arrangements. Prepare and submit travel expense reports.
• Event and Public Appearance Support: Assist in the coordination of the Dean’s role in events and public appearances. Collect, review, and make final preparations for informational documents and event briefings to ensure the Dean is prepared for public engagements.
• Sponsored Event Logistics: Provide logistical support for activities and events sponsored by the Dean’s Office, including availability for occasional evenings and weekends as scheduled.
• Sponsorship Coordination: Coordinate requests for the School of Law to sponsor local bar association and community events. Communicate with event organizers, arrange sponsorship payments, determine priorities, track associated expenses, and recruit members of the School of Law community to attend events.
• Administrative Systems Management: In coordination with the Chief of Staff, develop and maintain systems and procedures to ensure that all administrative records of the Office of the Dean are maintained accurately and confidentially.
• Faculty Recruitment and Hiring: Coordinate with the faculty appointments committee and manage and support the faculty recruitment and hiring process, including tracking and coordinating financial expenses associated with the process. Update and distribute confidential faculty materials and reports.
• Student Staff Supervision: In collaboration with the Assistant to Associate Deans, hire, train, and supervise student staff for the front desk of the Dean's Office.
• Publications Support: Support the development of the Good Newsletter publication, a faculty and staff email that celebrates recent community accomplishments and notes important upcoming events.
• Additional Duties: Perform other duties, projects, and tasks as assigned.

Qualifications Education and Experience

High school diploma and five or more years of administrative-level experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

Skills and Abilities

• Well-organized, self-motivated professional with excellent interpersonal, verbal, and written communication skills.
• Ability to work effectively with diverse audiences with sensitivity and diplomacy.
• Excellent computer skills, including proficiency with Windows, Word, Outlook, Excel, and PowerPoint.
• Keen attention to detail and accuracy.
• Ability to manage multiple projects and priorities concurrently, and independently prioritize tasks to meet deadlines.
• Ability to act calmly and professionally in challenging situations, relaying information with tact and diplomacy.
• Creativity and analytical problem-solving skills.
• Flexibility: Ability to work evenings and weekends as required for scheduled programs and events.
• Diversity and Mission: An appreciation and understanding of the value of diversity. All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.

Preferred Qualifications

• A bachelor’s degree and/or advanced degree.
• Higher education experience, knowledge of university operations, non-profit fundraising, and/or legal experience.

Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

$58,500 - $65,000 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/

Positions designated as hybrid eligible may offer the opportunity for a hybrid work schedule after successful completion of an introductory period of 3-6 months. In these cases, the role typically begins fully on campus to support onboarding and training, with the potential to transition to a hybrid arrangement thereafter. Positions designated as on-site are not eligible for hybrid work and are expected to remain fully on campus. All flexible work arrangements are subject to periodic review and may be modified or discontinued at any time at the university’s discretion.

With a career at Seattle University, you’re joining a community of passionate people dedicated to empowering the next generation of leaders and thinkers. Founded in 1891, Seattle University is a Jesuit Catholic university located on a beautiful campus of more than 50 acres in the dynamic heart of Seattle. Our diverse and driven population is made up of more than 7,200 students enrolled in undergraduate and graduate programs within six schools and colleges.

Seattle University is an equal opportunity employer. In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals who will further enrich the diversity of our educational community.

Our Mission - Seattle University is dedicated to educating the whole person, to professional formation, and to empowering leaders for a just and humane world. Our Vision - We 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. Our Values Care – We put the good of students first. Academic Excellence – We value excellence in learning with great teachers who are active scholars. Diversity – We celebrate educational excellence achieved through diversity. Faith – We treasure our Jesuit Catholic ethos and the enrichment from many faiths of our university community. Justice – We foster a concern for justice and the competence to promote it. Leadership – We seek to develop responsible leaders committed to the common good.