Senior Administrative Assistant

Seattle University Electrical and Computer Engineering; Seattle (WA); On-site; USD 42,000 - 53,000; Full time

Benefits offered by this job

Health plans

Tuition benefits

Retirement contributions

Onsite fitness facility

Holiday schedule and leave

Job summary

Seattle University is seeking an experienced Administrative Assistant to join the Office of the Global Engagement. The role supports the Associate Vice Provost for Global Engagement and the AVP for Global Academic Programs by scheduling, arranging travel, preparing reports, and managing files.

The ideal candidate handles confidential matters with discretion, communicates clearly, and works with diplomacy in a fast-paced, cross-cultural environment.

Qualifications

• Bachelor’s degree or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• 2-3 years of experience providing successful administrative support.
• Demonstrated ability to multi-task and prioritize projects.
• Strong organizational and planning skills.
• Excellent verbal and written communication skills required including experience preparing, reviewing, and editing correspondence and documents.
• Advanced knowledge of all Microsoft Office products.
• Quickly learn new systems and adapt to existing practices, while also looking for efficiencies in existing processes.
• Reliability.
• Attention to detail.
• Positive attitude and willingness to pitch in as needed.

Responsibilities

• Manage calendars and incoming external calls for the Associate Vice Provosts, ensuring sufficient work time and time for meetings and events.
• Coordinate travel arrangements and itineraries.
• Assist with emails as directed. Communicate with internal and external constituents, drafting responses to correspondence, where appropriate.
• Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
• Work in partnership with the Provost, Senior Vice Provosts, Vice Provosts, and Deans, and their office staff on all business needs.

Skills

Team collaboration

Emotional intelligence

Ethics and integrity

Flexibility and innovation

Inclusion

Outcomes-driven

Education

Bachelor’s degree

Master’s degree

Tools

Microsoft Office

Job description

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

Seattle University is seeking an experienced Administrative Assistant to join the Office of the Global Engagement. The Office of Global Engagement’s mission is to foster international partnerships, support engagement through global grants, and move forward with the Global Jesuit Initiatives in Latin America, Asia Pacific and South Asia. As Sr. Administrative Assistant, you will support the work of the Associate Vice Provost for Global Engagement and the Associate Vice Provost for Global Academic Programs by scheduling and staffing meetings, coordinating projects, arranging travel for international visitors, preparing reports and correspondence, and managing files. The ideal candidate is a dynamic professional who can handle confidential matters with professionalism, work with a positive and solutions-oriented mindset, and demonstrate strong judgment, tac, and diplomacy.

Support for the Associate Vice Provosts (50%)

• Manage calendars and incoming external calls for the Associate Vice Provosts, ensuring sufficient work time and time for meetings and events.
• Coordinate travel arrangements and itineraries.
• Assist with emails as directed. Communicate with internal and external constituents, drafting responses to correspondence, where appropriate.
• Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
• Work in partnership with the Provost, Senior Vice Provosts, Vice Provosts, and Deans, and their office staff on all business needs.

Support for the Office of Global Engagement (30%)

• Manage meeting and event logistics, including distribution of materials, room reservations, A/V, technical support, and catering. Prepare meeting minutes.
• Coordinate travel arrangements and itineraries for visiting international scholars and guests.
• Maintain email distribution lists and partnership databases.
• Prepare correspondence, newsletters, the annual report, and other documents.
• Manage the Office of Global Engagement files and SharePoint website.
• Support the Global Jesuit Initiatives as directed by the Special Assistant to the Provost for Strategic Initiatives.

Support for the Center for Language and International Communication (CLIC) (20%)

• Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
• Maintain CLIC alumni database and photo archives.
• Coordinate logistics for the CLIC Language Partner Program.
• Assist with Global Engagement grant-funded activities (e.g., career workshops) in partnership with campus offices.

Critical Success Factors

• Confidentiality, diplomacy, tact, discretion, and collaboration are required.
• Courteous and efficient handling of all contacts. Diplomacy in responding to domestic and international visitors, phone calls, and customer service issues.
• Willingness to receive work from executive staff and senior level administrators, often with little or no instructions or established practices or procedures.
• Comfort working independently and making judicious decisions based on thorough knowledge of functional area policies and procedures.

Minimum Qualifications

• Bachelor’s degree or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• 2-3 years of experience providing successful administrative support.
• Demonstrated ability to multi-task and prioritize projects.
• Strong organizational and planning skills.
• Excellent verbal and written communication skills required including experience preparing, reviewing, and editing correspondence and documents.
• Advanced knowledge of all Microsoft Office products.
• Quickly learn new systems and adapt to existing practices, while also looking for efficiencies in existing processes.
• Reliability.
• Attention to detail.
• Positive attitude and willingness to pitch in as needed.

Preferred Qualifications

• Master’s degree.
• Experience supporting a senior executive.
• Knowledge and experience in higher education.
• Knowledge and experience in international relations.
• Thorough knowledge of a university’s organization and operation.

Compensation at a Glance

$42,900 - $52,000

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.