Executive Coordinator for Dean’s Office — Hybrid

Seattle University; Seattle, Northern (WA, KY); Hybrid; USD 52,000 - 62,000; Full time

Benefits offered by this job

Health plans

Tuition benefits

Retirement plan

Onsite fitness facility

Job summary

Seattle University is seeking an Executive Coordinator for the College of Science and Engineering. The role delivers high-level administrative and operational support to the Dean, coordinating with faculty, staff, donors, alumni, and external partners to advance the college’s mission.

The position reports to the Dean and focuses on calendar management, meetings, travel, events, and data reporting. This hybrid role enhances campus collaboration and external engagement.

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.
• Make travel arrangements for the dean and coordinate with campus offices.
• Collaborate with the college’s development officer to set up donor meetings, special visits, and events.
• Serve as contact for calendar postings and oversee permissions for college listservs.
• Provide administrative support for the Executive Committee, faculty searches, rank & tenure processes, reviews, sabbaticals, and other activities.
• Arrange faculty/staff meetings, events and college-wide receptions; create agendas and briefs.
• Coordinate invitations, name tags, RSVPs; liaise with CES, Catering and ITCS.
• Keep track of forms requiring dean's signature and route accordingly; maintain personnel files.
• Coordinate rank-and-tenure dossier submissions and support processes.
• Produce grade distribution reports for promotion/tenure candidates; handle annual reviews and leaves.
• Prepare enrollment and productivity reports; create dean presentations.
• Receive visitors and callers, route mail and packages.

Job description

Seattle University is seeking an Executive Coordinator for the College of Science and Engineering. The role delivers high-level administrative and operational support to the Dean, coordinating with faculty, staff, donors, alumni, and external partners to advance the college’s mission.

The position reports to the Dean and focuses on calendar management, meetings, travel, events, and data reporting. This hybrid role enhances campus collaboration and external engagement.