Job Details

Executive Coordinator
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Position Number: 5670912
Location: Seattle, WA
Position Type: Deans - Communications

Executive Coordinator

Seattle University

Executive Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid 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 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, purses excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

This position supports the efforts of the dean to lead and promote the college both within the university and externally to donors, alumni, corporate partners, and prospective students, etc. The executive coordinator is responsible for administrative support duties in the Dean's Office and supports various projects as the dean requires. This position serves as a resource for faculty and staff regarding policies, procedures, rank and tenure, and the business functions of the college. This position reports to the Dean of the College of Science and Engineering.

Essential Job Functions:

Executive Assistant (45%)

Schedule the dean's meetings with faculty, staff, other members of the university community, donors, and visitors.
Take minutes and transcribe same for Executive Committee meetings as well as college-wide meetings, as needed.
Make travel arrangements for the dean. Communicate with the appropriate offices on campus to fulfill the dean's requests for information.
Collaborate with college's development officer to set up donor meetings for the dean, special visits, and events.
Serve as contact for requests for college calendar postings. Oversee permissions for college listservs.
Provide administrative support for the Executive Committee, Student Advisory Council, faculty searches, rank & tenure process, annual performance reviews, sabbaticals, and other activities designated by the dean.

Event Planner (20%)

Arrange faculty/staff meetings, events and all college-wide receptions and gatherings.
Create agendas, schedules, orders of events and briefs for events as needed.
Collaborate with other college and university principals as needed for event planning.
Create and maintain invitations, name tags and RSVP lists.
Coordinate with CES, Catering and ITCS as needed.

Clerical (15%)

Keep track of forms requiring dean's signature and route them accordingly.
Maintain/update personnel files of faculty members and college roster updates.
Coordinate rank-and-tenure dossier submission and support rank-and-tenure process within the college.
Produce grade distribution reports for faculty members seeking promotion and/or tenure.
Handle paperwork for annual performance reviews, sabbatical requests, and junior faculty development leaves.

Reporting (10%)

Using university systems, collect data and produce various reports, including, but not limited to: enrollment trends, student credit hours generated, and other measures of the productivity of individual departments and the entire college.
Prepare presentations for dean.

Office Reception (10%)

Receive and direct incoming phone calls, greet visitors, and provide visitors and callers with general information.
Route mail and packages.

Qualifications

High school diploma or equivalent (GED) and five or more years of relevant work experience.
Success in the Dean's office relies on the ability to demonstrate professionalism, competence, and care for the individual.
Must have excellent written and verbal communication skills and possess the capacity to interact effectively with a diverse population.
Candidate will need strong administrative and problem-solving skills and be capable of completing varied tasks while managing competing priorities and multiple deadlines.
Experience in MS Word, MS Excel, MS Windows, MS Outlook and Internet Explorer required.

Preferred Qualifications

Bachelor's degree and three or more years progressively responsible work experience.
The ideal candidate will have experience related to customer service and planning events.
Office or operations management experience, experience with fundraising, and advanced skills in report writing, document processing, spreadsheet applications, and calendaring using MS Outlook are also highly desirable.

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

Salary Range: $50,000 - $57,000

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/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

To apply, please visit: https://seattleu.csod.com/ats/careersite/JobDetails.aspx?id=2616&site=2