Senior Executive Coordinator

Administrative Assistant for the Provost

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 Provost (75%)

• Manage the Provost's calendar, travel details, incoming external calls for the provost and the office, ensuring sufficient desk time and time for meetings and events.
• Manage a busy inbox as directed by the provost; communicate with internal and external constituents, drafting responses to correspondence, where appropriate.
• Coordinate meeting and event logistics, including but not limited to room reservations, A/V, technical support, and catering.
• Support the Deans Council, Board of Trustees Academic and Student Affairs Committee, and other committees and working groups. Schedule meetings, take minutes or notes and maintain electronic records of the meetings.
• Support Office of the Provost events such as Commencement, convocations, and associated events.
• Submit, track, and reconcile expenditures. Process invoices, requisitions, reimbursements, and payments for the Office.
• Facilitate workflow for contract review and approval.
• Courteously and efficiently route customer service issues which are addressed to the provost and/or the Office in accordance with established office protocols.
• Work closely with University Advancement staff on donor-related events.
• Work in partnership with the President, Senior Leaders, Deans, and their office staff on all business needs.
• Performs a broad range of administrative tasks for the Provost, Chief of Staff, Director of Special Projects and Office Administration, the Office and the division.

Other (25%)

• Work in partnership and collaboration with staff from across campus to advance the initiatives of the Office.
• Complete tasks associated with special projects, as assigned with broad definition by the Provost, Chief of Staff, and Director of Special Projects and Office Administration.
• Perform related duties as necessary to support the Office, and other duties as assigned.

Critical Success Factors

• The confidentiality and sensitivity to work in the Office of the Provost requires diplomacy, tact, and discretion.
• The need for courteous and efficient handling of all contacts; requires diplomacy in responding to visitors, phone calls and customer service issues.
• The ability to willingly 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, editing, and disseminating financial information.
• 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 C-level executive or senior administrator.
• Knowledge and experience in higher education.
• Thorough knowledge of a university's organization and operation.
• Experience with project management.

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

$70,000 - $78,000

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…