Executive Coordinator, Student Success

Seattle University; Seattle (WA); On-site; USD 59,000 - 63,000; Full time

Benefits offered by this job

100% paid tuition benefits for the emp

Onsite fitness facility

Generous holidays / vacation & sick

Job summary

Seattle University invites applications for an Executive Coordinator to support the VP of Student Success. This full-time onsite role focuses on administrative operations, calendar management, communications, and HR coordination within the division.

You will partner with campus partners, manage the Success CRM (Slate) and ensure timely reporting and logistics for initiatives, events, and outreach across the Student Success division.

Qualifications

• Bachelor's degree and/or five years previous administrative support experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Must possess attention to detail, organization, and the ability to multi-task in a deadline-driven environment where priorities can shift quickly.
• Advanced skills in calendaring and correspondence. Excellent interpersonal, verbal and written communication skills and a commitment to outstanding customer service with a diverse group of stakeholders.
• Demonstrated intercultural competency. Demonstrated ability to handle sensitive and confidential matters.
• Proficiency in Microsoft Office365, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat. Interest in learning new software.

Responsibilities

• Administrative and Operational Support: Provide comprehensive administrative and operational support for the Student Success division, including maintaining timely internal and external communications and managing logistical aspects of the division's functioning.
• Process Optimization and Task Prioritization: Respond to emails promptly, manage project coordination as needed, and continuously seek out and implement opportunities for process optimization.
• Executive Calendar Management: Manage calendars, coordinate complex scheduling across multiple stakeholders, prioritize meeting requests and resolve conflicts.
• Meeting Management: Prepare agendas, compile materials, take meeting notes, track action items and follow-up.
• Budget and Financial Administration: Monitor divisional budgets, process invoices and reimbursements, reconcile purchasing transactions, track contracts and vendor payments, etc.
• Divisional Knowledge Management: Develop, launch, and maintain the Student Success SharePoint site to serve as a central information resource for the division.
• Personnel and HR Coordination: Coordinate divisional hiring logistics, schedule interviews, coordinate employee recognition efforts, etc.
• Onboarding and Training: Develop and implement a universal onboarding process for new Student Success staff, ensuring a cohesive and standardized welcome experience.
• Project Management and Strategic Initiative Tracking: Maintain project timelines, track strategic plan deliverables, monitor progress on divisional goals, prepare status reports.
• Internal and External Communications: Ensure clarity and stability when sharing updates and information with divisional leaders and staff, and in communication with campus partners.
• Partnership and Collaboration: Develop and formalize joint initiatives with key campus partners, specifically prioritizing collaboration with the Library staff and Student Success units to increase the visibility of Student Success services.
• Leadership and Needs Assessment: Cultivate a strong working relationship with the Student Success Leadership Council (SSLC), actively listen to divisional needs, and develop documentation of key divisional priorities for review by the SSLC.
• Event Coordination and Student Engagement: Coordinate and plan division events and initiatives to foster student engagement and increase awareness of Student Success services and accessibility.

Skills

Attention to detail

Organizational skills

Multitasking

Verbal and written communication

Intercultural competency

Calendar management

Process improvement

Confidential matters handling

Customer service

Learning new software

Education

Bachelor's degree or 5 years admin experience

Two years of C-level administrative support

Tools

Microsoft Office365

MS Publisher

SharePoint

OneDrive

Adobe Acrobat

Job description

Full Time

JR100133

Months Per Year

12

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, 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

Provide executive-level administrative support to the VP, Student Success and division

70%

• Administrative and Operational Support: Provide comprehensive administrative and operational support for the Student Success division, including maintaining timely internal and external communications and managing logistical aspects of the division\'s functioning.
• Process Optimization and Task Prioritization: Respond to emails promptly, manage project coordination as needed, and continuously seek out and implement opportunities for process optimization.
• Executive Calendar Management: Manage calendars, coordinate complex scheduling across multiple stakeholders, prioritize meeting requests and resolve conflicts.
• Meeting Management: Prepare agendas, compile materials, take meeting notes, track action items and follow-up.
• Budget and Financial Administration: Monitor divisional budgets, process invoices and reimbursements, reconcile purchasing transactions, track contracts and vendor payments, etc.
• Divisional Knowledge Management: Develop, launch, and maintain the Student Success SharePoint site to serve as a central information resource for the division.
• Personnel and HR Coordination: Coordinate divisional hiring logistics, schedule interviews, coordinate employee recognition efforts, etc.
• Onboarding and Training: Develop and implement a universal onboarding process for new Student Success staff, ensuring a cohesive and standardized welcome experience.
• Project Management and Strategic Initiative Tracking: Maintain project timelines, track strategic plan deliverables, monitor progress on divisional goals, prepare status reports.
• Internal and External Communications: Ensure clarity and stability when sharing updates and information with divisional leaders and staff, and in communication with campus partners.
• Partnership and Collaboration: Develop and formalize joint initiatives with key campus partners, specifically prioritizing collaboration with the Library staff and Student Success units to increase the visibility of Student Success services.
• Leadership and Needs Assessment: Cultivate a strong working relationship with the Student Success Leadership Council (SSLC), actively listen to divisional needs, and develop documentation of key divisional priorities for review by the SSLC.
• Event Coordination and Student Engagement: Coordinate and plan division events and initiatives to foster student engagement and increase awareness of Student Success services and accessibility.

20%

Student Success Division Communications and Success CRM support

• Work with Slate for Student Success team to create and send centralized Student Success division communications through the Success CRM (Technolutions Slate).
• Manage the Student Success quarterly communications calendar and employee directory, tracking and reporting on outreach and recipient metrics.
• Receive and provide accurate and timely responses to student, faculty, and staff email and student text messages through the Success CRM (Technolutions Slate) and MS Outlook.
• Work with the Slate for Student Success team to support Success division staff with student appointments and troubleshooting

Other Job Functions

• Update and maintain relevant pages of the Seattle University website and Redhawk HUB pages.
• Provide administrative support to teams and working groups led by the VP and AVP for Student Success.
• Other duties as assigned, including but not limited to, ordering office supplies, and providing support for other division units, events, programs and initiatives as needed.

Qualifications

• Bachelor\'s degree and/or five years previous administrative support experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Must possess attention to detail, organization, and the ability to multi-task in a deadline-driven environment where priorities can shift quickly.
• Advanced skills in calendaring and correspondence. Excellent interpersonal, verbal and written communication skills and a commitment to outstanding customer service with a diverse group of stakeholders.
• Demonstrated intercultural competency. Demonstrated ability to handle sensitive and confidential matters.
• Proficiency in Microsoft Office365, including Outlook, Word, Excel, PowerPoint, and Adobe Acrobat. Interest in learning new software.

Preferred Qualifications

• Bachelor\'s degree.
• Two years of C-level administrative support.
• Proficiency in MS Publisher, SharePoint, OneDrive.
• Experience with corporate or educational marketing and event planning a plus.
• Proactive attitude, Adaptability, Sense of humor, Can-Do attitude

Compensation At a Glance

$59,000 - $63,000

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.

To apply, visit https://seattleu.wd108.myworkdayjobs.com/en-US/SeattleUJobs/job/First-Hill/Executive-Coordinator--Student-Success_JR100133

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