"Executive Coordinator, College of Education"

Executive Coordinator, College of Education

FLSA Status: Nonexempt

Market Reference Range (MRR): 9

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.

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

Under the direction of the Dean, this individual provides overall administrative services, assumes primary coordination and oversight for specific projects and databases, serves as a resource for faculty and staff regarding policies, procedures, and the business functions of the College, supports and/or plans college-related events, and provides clerical support. This person will provide support services to the Director of Development and the Associate Dean. The Administrative Coordinator, is expected to maintain a weekly accounting of major tasks and progress, and serves as the primary, internal and external communication and relationship liaison on behalf of the Dean. This position requires high levels of initiative, self-regulation, and confidentiality, written and verbal communication skills, planning, monitoring, working with technology-based applications, multi-tasking, and prioritizing.

Major Functions

Function 1: Administrative Assistant (50%)

• Prepares and distributes Dean's correspondence. Schedule and maintain calendar events for the Dean's meetings and events with faculty, staff, other members of the University community, and visitors.
• Provides administrative support for the for College Leadership and Finance Team, Faculty-Staff Meetings, and Dean's Advisory Council meetings. Support includes but is not limited to recording and posting of minutes.
• Accurately processes, documents, and prepares reports for Dean's check requisitions, reimbursements, and purchases.
• Organizes and maintains electronic and limited paper-based files of COE policies, procedures, calendar events, fiscal documentation, and personnel transactions.
• Communicates with the appropriate offices on campus to fulfill the Dean's requests for information.
• Arranges for travel and related support material coordination for the Dean's external commitments.
• Coordinates, tracks, and manages college-wide purchasing of supplies and equipment.
• Acts as principal contact in College for University offices such as Facilities, Housekeeping, and Public Safety. Coordinates, documents, and processes all paperwork and materials related to hiring/payroll of faculty, staff, contractors, honoraria, contingent faculty, and student employees.
• Provides a welcoming and responsive office atmosphere for students, faculty, staff and COE guests.

Function 2: Project and Data-base Manager (25%)

• Monitors, coordinates, prepares communications for, and maintains organized and accurate electronic and minimal paper-based documentation and databases such as faculty-related tenure and review processes, sabbatical eligibility, requests/reports, professional plans, and annual review processes.
• Monitors, coordinates, and prepares communications for COE student scholarship and awards processes including support for the Student Scholarship and Awards committee, associated website postings, application procedures, etc. Creates, monitors, coordinates, updates, and maintains COE databases regarding functions such as distribution lists, COE space usage, directories, equipment purchases/allocations, etc.

Function 3: Policies and Procedures Coordinator (10%)

• Creates, monitors, coordinates, updates, prepares communications for, and maintains organized, electronic and minimal paper-based documentation and databases for all COE policies and procedures.

Function 4: Event Planner (10%)

• Makes arrangements for internal and external college-wide, faculty and/or staff receptions and gatherings.
• Prepare materials, schedule and other logistics, contact participants, and follows-up on task actions for meetings and projects that involve the Dean or as directed by the Dean for activities of the College of Education COE.
• Collaborates with other college and university principals as needed for event planning.
• Creates and maintains invitations and RSVP lists electronically.
• Coordinate with university-based areas such as Conference and Events Services, Food Services, and IT as needed.

Function 5: Clerk (5%)

• Keeps track of forms requiring Dean's signature.
• Maintain college files of faculty and staff in compliance with university and college policies and procedures. Handles paperwork for sabbatical requests and junior faculty development leaves.
• Oversees Dean's and college-level correspondence.
• Creates, monitors, maintains, deletes, and updates electronic record systems in keeping with university and college level data retention policies.

Marginal Job Functions

• Other duties and special projects as assigned.
• Responsibilities are subject to change at the discretion of the Dean.

Qualifications

• High School diploma or equivalent (GED)
• Five or more years administrative 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.
• Skills in Microsoft Office programs including creating and managing calendaring events, document processing, dynamic/integrated spreadsheet applications, and narrative and statistical reporting.
• Working knowledge of social media applications.
• Must have excellent written and verbal communication skills to interact effectively with diverse populations.
• Excellent time management skills, and ability to complete multiple tasks concurrently in an accurate and timely manner, with competing priorities and multiple deadlines is essential.
• Prepare, edit, and produce grammatically correct reports and correspondence.
• Act ethically with confidential documents and policies.
• Self-monitor and regulate work for accuracy.
• Demonstrates initiative for new tasks, roles, responsibilities that advance the work of the college as a whole and the functions of the Dean's office specifically.
• Capable of completing varied tasks while managing competing priorities and multiple deadlines.
• Ability to recognize and take responsibility for own mistakes and seek assistance/support as needed.
• Anticipate and plan well in advance to provide support and services for Dean's activities, events, and activities.
• Attention to detail, self-directedness, follow through, team player, maintains confidentiality, patience, and calmness.
• Excellent verbal and written communication skills and possess the capacity to interact effectively with a diverse population.
• Excellent customer service and interpersonal skills.
• Ability to maintain a high level of confidentiality and to maintain composure in a busy environment.
• Demonstrated commitment to diversity and the university's mission, vision, and values.

Preferred Qualifications

• BA Degree
• Advanced level skills in using Microsoft Office/Outlook programs.
• Researching the internet and websites for information
• Prior experience in developing organizational policies.
• Ability to recognize and offer solutions for systems, policies and procedures that are inefficient and/or are not meeting constituent's needs.
• The incumbent is expected to initiate and maintain relationships with offices of University Deans, VPs, EVP, Provost, and President; Community Agencies; Vendors; Faculty/Staff within the college; Donors; and to a limited extent faculty/staff outside of the college.

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: $58,400 - $71,000

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/