Senior Administrative Assistant

Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University, embracing an intersectional framework for defining diversity in its broadest sense.

About the Role

Seattle University is seeking an Administrative Support professional to provide comprehensive administrative assistance to department chairs, faculty, and students within the Electrical and Computer Engineering department. This hybrid-eligible position involves general administrative duties, academic support, budget oversight, and reception services.

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 unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission.
• Flexibility and Innovation: Embraces change, approaches problems with curiosity and adaptability, and commits to making a positive impact.
• Mindful Inclusion: Fosters an inclusive 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

• Provide general administrative support to department chairs and faculty, including report and spreadsheet generation, data entry, copying, and scheduling/room reservations for department gatherings.
• Partner with chairs, faculty, staff, and students to implement strategic department goals, including recruitment and outreach events.
• Support faculty with teaching activities such as procurement of supplies, IT coordination for classroom needs, and collection of course materials (e.g., syllabi, grades) for archival purposes.
• Facilitate course evaluations for faculty as needed.
• Maintain and coordinate content on the department website and social media in collaboration with chairs, faculty, and staff.
• Coordinate and assist in planning departmental events.
• Maintain departmental and student files and records.
• Assist with hiring and onboarding of new faculty and staff, including requesting Letters of Appointment for part-time faculty and hiring student workers.
• Support chairs and faculty with academic research using university systems to gather and track student data and statistics.
• Provide administrative support to the Electrical and Computer Engineering Advisory Board: take meeting minutes, plan meetings/events, communicate with members, coordinate scholarships, and track donations.
• Recruit and facilitate activities and meetings for the Electrical and Computer Engineering Student Ambassadors with the chair.
• Provide accounting support, including tracking and balancing financial records, ordering equipment, maintaining purchase requisitions, and issuing spending reports.
• Assist with registration, course enrollment, class schedule management, advising assignments, and catalog building processes.
• Prepare and track paperwork for scheduling and curriculum changes, including entering course descriptions and revisions in the university’s academic catalog system.
• Revise and enter class schedules in the university’s online scheduling program (Schedule Planner).
• Proctor exams as needed.
• Provide reception services, interacting with students, parents, faculty, and visitors in person and by phone.
• Respond to inquiries or refer individuals to appropriate contacts.
• Assist part-time faculty and affiliates with university software, logistics (e.g., keys, campus cards, parking passes), and facilities repairs.

Requirements

• High School diploma or equivalent (GED) and two or more years of administrative office support experience, or an equivalent combination of education and experience.
• Experience with MS Word, MS Excel, MS Windows, MS Outlook, and Internet Explorer.
• Experience maintaining a website.
• Ability to communicate effectively in writing, by phone, and in person.
• Excellent customer service skills, including creating a welcoming environment and working with diverse populations.
• Ability to organize, prioritize, and multitask independently.
• Demonstrated commitment to diversity and the university’s mission, vision, and values.

Preferred Qualifications

• Bachelor’s degree.
• Experience working in an academic environment.

Pay

$45,000 - $55,000. The salary offered will be determined based on qualifications, departmental budget, internal equity, and market information.

Benefits

• Three medical plan options, dental, and vision insurance.
• Life, short-term, and long-term disability coverage.
• Retirement benefits with up to a 10% employer contribution (5% nonelective + up to 5% match of voluntary contributions).
• 100% paid tuition benefits for employees and dependents.
• Subsidized transportation benefit.
• Wellness program with free access to an onsite fitness facility.
• Generous holiday schedule, including a paid Holiday break closure in December.
• Paid vacation, sick leave, and community service leave.

Schedule

• Full-time, 12 months per year.
• Hybrid work eligible after a 3-6 month introductory period (subject to periodic review).