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Executive Coordinator - Office of the Provost
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Position Number: 5522212
Location: Seattle, WA
Position Type: Executive Assistants

Executive Coordinator - Office of the Provost

Seattle University

Executive Coordinator - Office of the Provost

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: On-site

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.

Position Description

Support for the Academic Assembly (50%)

Schedule and staff meetings for the Academic Assembly and its committees (e.g., Executive Committee, Faculty Handbook Revision Committee, Academic Policy Review Committee, Faculty Welfare Committee, Committee on Committees, Bylaws Committee, and Program Review Committee).
Manage meeting and event logistics, including distribution of materials, room reservations, A/V, technical support, and catering. Prepare meeting minutes.
Provide administrative support for the Academic Assembly's officers.
Manage projects related to the Academic Assembly's areas of work, including academic policy, faculty handbook, faculty welfare, curriculum, and committees.
Coordinate the Academic Assembly's processes for nominating and appointing faculty to committees and amending the faculty handbook.
Prepare correspondence, memos, reports, and other documents.
Manage the Academic Assembly's files and website.

Support for the Office of the Provost (50%)

Manage calendars, travel details, incoming external calls for assigned Provost's Office senior administrators, ensuring sufficient desk time and time for meetings and events.
Assist with emails as directed. Communicate with internal and external constituents, drafting responses to correspondence, where appropriate.
Coordinate meeting and event logistics, including room reservations, A/V, technical support, and catering.
Support Provost's Office events such as Commencement, convocations, Fall Welcome and associated events.
Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.
Courteously and efficiently route customer service issues in accordance with established office protocols.
Work in partnership with the President, Senior Leadership (i.e., President, Provost, Vice Provosts, Vice Presidents, and Deans), and their office staff on all business needs.
Performs a broad range of administrative tasks for the Provost's Office.

Critical Success Factors

Confidentiality, diplomacy, tact, discretion, and collaboration are required to work in the Provost's Office and with Academic Assembly.
Courteous and efficient handling of all contacts. Diplomacy in responding to 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 exercising independence and judiciously making decisions based on thorough knowledge of functional area policies and procedures, and by using sound decision making.

Qualifications

Bachelor's degree required
Five years of experience providing successful senior level administrative support.
Strong and positive customer service and support experience within a highly visible business office, including phone, written, and personal contact.
Experience being efficient in a busy office with frequent interruptions.
Demonstrated ability to multi-task and prioritize projects.
Strong organizational and planning skills.
Experience with event planning.
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.
Confidentiality.
Attention to detail.
Can do, positive attitude and willingness to pitch in as needed.

Preferred Qualifications

Master's degree.
Experience supporting a senior executive and working with faculty.
Knowledge and experience in higher education.
Thorough knowledge of a university's organization and operation.
Experience with project management.
Knowledge of Robert's Rules of Order.

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: $52,000 - $58,000

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/

To apply, please visit: https://seattleu.csod.com/ats/careersite/JobDetails.aspx?id=2566&site=2