Program Assistant

Seattle University; Seattle, Northern (WA, KY); Hybrid; USD 45,000 - 55,000; Full time

Benefits offered by this job

Hybrid work eligibility

Tuition benefits

Health plans and retirement

Job summary

Seattle University seeks an experienced administrative support professional to assist department chairs and faculty with reports, scheduling, procurement, and course materials. You will maintain the department website, support events, and coordinate hiring for new faculty and staff, with regular interaction across campus and external partners.

The role emphasizes data entry, classroom logistics, and record-keeping in a diverse university environment.

Qualifications

• High School diploma or equivalent and 2+ years administrative office support experience.
• Experience with MS Word, MS Excel, MS Windows, MS Outlook and Internet Explorer.
• Experience maintaining a website.
• Ability to communicate effectively in writing, by phone and in person.
• Excellent customer service skills and ability to work with diverse populations.
• Strong organization and multi-tasking abilities.
• Demonstrated commitment to diversity and the university’s mission.

Responsibilities

• Provide general administrative support to the department chair(s) and faculty, including report and spreadsheet generation, data entry, copying, scheduling and room reservations.
• Partner with chairs and faculty to help implement strategic department goals.
• Support teaching activities, procure supplies, coordinate IT classroom needs, and collect course materials for archival purposes.
• Facilitate and assist with course evaluations for faculty.
• Maintain and coordinate department website content with chair(s), faculty and staff.
• Coordinate and assist in planning departmental events; maintain files and records.
• Assist with hiring and onboarding of new faculty and staff; coordinate letters of appointment for part-time faculty and student workers.
• Track class van requests, maintain lab access lists with safety teams, and proctor exams when needed.
• Assist chair(s) and faculty with academic research using university systems to gather and track student data.
• Coordinate additional activities to support department chair(s), lab managers and faculty.

Skills

MS Word

MS Excel

MS Windows

MS Outlook

Internet Explorer

Communication

Customer service

Organization

Diversity commitment

Education

Bachelor's degree

High School diploma or equivalent

Tools

Website maintenance

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.

Position Description:

• Provide general administrative support to the department chair(s) and faculty as needed, including activities such as report and spreadsheet generation, data entry, copying, and scheduling and room reservations for department gatherings.
• Partner with the department chair(s) and faculty to help implement strategic department goals.
• Support and assist faculty with teaching activities such as procurement of necessary supplies, interacting with Information Technology for classroom needs, and collection of course materials (e.g. syllabi, course grades) for archival purposes.
• Facilitate and assist with the course evaluations for faculty as needed.
• Maintain and coordinate content on department website in partnership with chair(s), faculty and staff.
• Partner with the chair(s) and faculty to coordinate and assist in the planning of departmental events.
• Maintain necessary departmental and student files and records.
• Assist with the hiring and on-boarding of new faculty and staff members.
• Coordinate Letters of Appointment for part-time faculty and assist with the coordination of student workers.
• Track ~10 class van requests per quarter with university transportation and public safety.
• Maintain lab access lists for department’s lab spaces each quarter, and coordinate after-hours access lists with public safety.
• Proctor exams when needed.
• Assist chair(s) and faculty with academic research using university systems to gather and track student data and statistics.
• Coordinate additional activities to support department chair(s), lab managers, and faculty as needed.

Budget Activity Oversight:

Provide accounting support, including: Track and balance financial records for department(s) budgets, including: payable, purchases, check requisitions. Order and record equipment purchases. Maintain financial records for department(s) including check requisitions and financial reports. Issue regular year-to-date spending reports for the department chair(s), and reconcile departmental finances monthly.

Academic Support:

• Assist with registration process and course enrollment as needed.
• Support annual class schedule, advising assignment and catalog building processes and management.
• Work closely with department chair(s) to prepare and track paperwork associated with scheduling and curriculum changes.
• Work closely with department chair(s), dean’s office, and Registrar’s office to revise and enter class schedule and course specifics in the university’s online scheduling programs.
• Provide additional data entry and course support to department chair(s) and faculty as needed.

Reception:

• Provide reception services for the department.
• Interact with students, parents, faculty and visitors in person, via email, and on the phone.
• Respond to questions or refer students and others to appropriate contacts.
• Assist part time faculty and affiliates with using university software and logistics such as attaining keys, campus cards, parking passes, etc.
• Arrange facilities repairs when necessary.

Minimum Qualifications

• High School diploma or equivalent (GED) and two or more 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.
• Experience with MS Word, MS Excel, MS Windows, MS Outlook and Internet Explorer.
• Experience maintaining a website.
• Ability to communicate effectively with others in writing, by phone and in person.
• Excellent customer service skills including the ability to create a warm and welcoming environment and work with diverse populations.
• Ability to organize, prioritize and multi-task independently with success.
• All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.

Preferred Qualifications

• Bachelor's degree
• Experience working in an academic environment.

Compensation at a Glance

$45,000 - $55,000 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.

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.

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.