Executive Coordinator

This is a full-time, onsite position based in Seattle.

About the role

This position is needed to restore core administrative capacity for the Dean and Chief of Staff and maintain day-to-day operations, including executive scheduling and coordination, correspondence, records, and event support. Seattle University embraces an intersectional framework for defining diversity in its broadest sense and strives to be a welcome, open, and safe campus climate for all.

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 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, approaches problems with curiosity and 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.

Responsibilities

• Primary Point of Contact: Serve as the first point of contact for the Dean's Office, managing a wide variety of internal and external requests.
• Operational Support: Assist the Dean and Chief of Staff in carrying out the operational responsibilities of the Dean's Office.
• Correspondence Management: Manage the correspondence of the Dean's Office, including email, electronic communications, traditional written materials, and verbal communications. Maintain appropriate records for all correspondence.
• Calendar and Travel Coordination: Manage and coordinate the calendars of the Dean and Chief of Staff, including on- and off-campus appointments and all travel arrangements. Prepare and submit travel expense reports.
• Event and Public Appearance Support: Assist in the coordination of the Dean's role in events and public appearances. Collect, review, and make final preparations for informational documents and event briefings to ensure the Dean is prepared for public engagements.
• Sponsored Event Logistics: Provide logistical support for activities and events sponsored by the Dean's Office, including availability for occasional evenings and weekends as scheduled.
• Sponsorship Coordination: Coordinate requests for the School of Law to sponsor local bar association and community events. Communicate with event organizers, arrange sponsorship payments, determine priorities, track associated expenses, and recruit members of the School of Law community to attend events.
• Administrative Systems Management: In coordination with the Chief of Staff, develop and maintain systems and procedures to ensure that all administrative records of the Office of the Dean are maintained accurately and confidentially.
• Faculty Recruitment and Hiring: Coordinate with the faculty appointments committee and manage and support the faculty recruitment and hiring process, including tracking and coordinating financial expenses associated with the process. Update and distribute confidential faculty materials and reports.
• Student Staff Supervision: In collaboration with the Assistant to Associate Deans, hire, train, and supervise student staff for the front desk of the Dean's Office.
• Publications Support: Support the development of the Good Newsletter publication, a faculty and staff email that celebrates recent community accomplishments and notes important upcoming events.
• Additional Duties: Perform other duties, projects, and tasks as assigned.

Requirements

• High school diploma and five or more years of administrative-level experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Well-organized, self-motivated professional with excellent interpersonal, verbal, and written communication skills.
• Ability to work effectively with diverse audiences with sensitivity and diplomacy.
• Excellent computer skills, including proficiency with Windows, Word, Outlook, Excel, and PowerPoint.
• Keen attention to detail and accuracy.
• Ability to manage multiple projects and priorities concurrently, and independently prioritize tasks to meet deadlines.
• Ability to act calmly and professionally in challenging situations, relaying information with tact and diplomacy.
• Creativity and analytical problem-solving skills.
• Flexibility to work evenings and weekends as required for scheduled programs and events.
• An appreciation and understanding of the value of diversity. All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.

Preferred Qualifications

• A bachelor's degree and/or advanced degree.
• Higher education experience, knowledge of university operations, non-profit fundraising, and/or legal experience.

Pay

$58,500 - $65,000. 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.

Benefits

• Generous leave, including a paid Holiday break closure in December, vacation, paid sick leave, and paid community service leave.
• Health plans: three different medical plans, dental, and vision insurance programs.
• Life, short & long-term disability coverage.
• Retirement benefits with up to a 10% employer contribution (5% nonelective employer contribution plus an additional dollar-for-dollar match of voluntary contributions up to 5%).
• 100% paid tuition benefits for the employee and dependents.
• Subsidized transportation benefit.
• Wellness program with free access to an onsite fitness facility.

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. Positions designated as on-site are not eligible for hybrid work and are expected to remain fully on campus.