Senior Administrative Assistant

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

Benefits offered by this job

Tuition benefits

Health insurance

Retirement plan

Paid holidays

Job summary

Seattle University is seeking a Senior Administrative Assistant to provide essential support to department chairs, faculty, staff, and students. The role includes scheduling, data entry, procurement, room bookings, and coordinating department events.

The position also involves onboarding new staff, assisting with academic processes, and maintaining department records and the website. A strong customer service focus and ability to work with diverse populations are required.

Qualifications

• Proficiency in MS Word, MS Excel, MS Windows and MS Outlook.
• Experience maintaining a website.
• Excellent written and verbal communication.
• Strong customer service and welcoming environment.

Responsibilities

• Provide general administrative support to department chairs and faculty, including reports, data entry, copies, scheduling, and room reservations.
• Assist with recruitment, outreach events, and onboarding of new faculty and staff.
• Support teaching activities, procure supplies, coordinate IT needs, and collect course materials.
• Coordinate course evaluations and maintain department website and social content.
• Assist with budgeting, purchases, and financial reporting; prepare year‑to‑date spending reports.

Skills

MS Word

MS Excel

MS Outlook

MS Windows

Website maintenance

Communication skills

Customer service

Organizational skills

Education

High School Diploma or GED

Bachelor's degree (preferred)

Tools

Internet Explorer

Job description

## Senior Administrative AssistantApplyremote type: Hybrid Work Eligiblelocations: First Hilltime type: Full timeposted on: Posted Yesterdayjob requisition id: JR100096**Months Per Year:**12**Work Model:**Hybrid Work EligibleSeattle 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:****Administrative Support*** Provide general administrative support to the department chairs 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 chairs, faculty, staff, and students to help implement strategic department goals including recruitment and outreach events.* 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 and social media in partnership with chairs, faculty and staff.* Partner with the chairs 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.* Request Letters of Appointment for part-time faculty and assist with the hiring of student workers.* Assist chairs and faculty with academic research using university systems to gather and track student data and statistics.* Provide administrative support to the Electrical and Computer Engineering Advisory Board: take meeting minutes, plan meetings and events, communicate with members, coordinate scholarship, track donations. Recruit and facilitate activities and meetings for the Electrical and Computer Engineering Student Ambassadors with the chair.**Budget Activity Oversight*** Provide accounting support, including:* Track and balance financial records for department(s) budgets, including purchases, reimbursements, and Procard activity.* Order and record all equipment purchases.* Maintain financial records for department(s) including purchase 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 to prepare and track paperwork associated with scheduling and curriculum changes.* Enter course description edits, curriculum revisions, additions and deletions in the university’s online academic catalog management system and submit to Academic Program Manager for approval.* Work closely with department chair(s) to revise and enter class schedule and course specifics in Schedule Planner, the university’s online scheduling program.* Proctor exams as needed.**Reception*** Provide reception services for the department. Interact with students, parents, faculty and visitors in person 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.**Application Instructions**Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.**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. 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.*