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 professional to join the Office of the Provost. As Executive Coordinator, you will support the work of the Vice Provost for Academic Programs, Vice Provost for Academic Effectiveness, and the Academic Assembly by scheduling and staffing meetings, coordinating projects, compiling information, preparing reports and correspondence, and managing files.

The ideal candidate is a dynamic professional who can support the day-to-day operations of the Academic Affairs and Academic Assembly and adapt to change in a fast-paced environment. You must handle confidential matters with professionalism, work with a positive and solutions-oriented mindset, and demonstrate strong judgment, tact, confidentiality, and diplomacy.

 

Support for the Vice Provosts (50%)

• Manage calendars, travel details, incoming external calls for the Vice Provosts, ensuring sufficient work 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.

• Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the office.

• Develop working knowledge of key Academic Programs processes including curriculum, program review, new program development, accreditation, academic policy, catalog and systems coordination, and other strategic initiatives.

• Support critical Academic Program team functions including coordination of timelines and materials to help ensure effective workflow across colleges, schools, departments, and university offices.

• Support accreditation and licensure activities including tracking accreditation activity deadlines, posting of accreditation results, and providing clear communication regarding accreditation and licensure standards/requirements and the current accreditation status of the university and academic programs.

• Work in partnership with the Provost, Senior Vice Provosts, Vice Provosts, and Deans, and their office staff on all business needs.

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).

• Process faculty stipends.

• 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 officers.

• Coordinate projects related to the Academic Assembly areas of work, including academic policy, faculty handbook, faculty welfare, curriculum, and committees.

• Coordinate the Academic Assembly processes for nominating and appointing faculty to committees and amending the faculty handbook.  

• Manage the Academic Assembly’s files and SharePoint website.

 

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 making judicious decisions based on thorough knowledge of functional area policies and procedures.

Minimum Qualifications

• Bachelor’s degree required.

• Five years of experience providing successful high level administrative support.

• Strong and positive customer service and support experience within a highly visible business office, including phone, written, and personal contact.

• Experience with efficiency in a high-volume office with frequent interruptions.

• Demonstrated ability to multi-task and prioritize projects.

• Strong attention to detail, 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 working knowledge of all Microsoft Office products.

• Quickly learn new systems and adapt to existing practices, while also looking for efficiencies in existing processes.

• Demonstrated reliability, professional discretion, and confidentiality.

• Demonstrated can do, positive attitude and willingness to pitch in as needed.

 

Preferred Qualifications

• Experience supporting a senior executive and working with faculty.

• Knowledge and experience in higher education.

• Understanding of a university’s organization and operations.

• 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

$58,000 - $62,000

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.