Senior Administrative Assistant

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Eligible*

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 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, purses excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

Reporting to the Chair of Mathematics, the Senior Administrative Assistant is responsible for all administrative support duties in the departmental office, providing administrative support to the chair and faculty, and supervising student workers. This position supports the efforts of the Chair to lead the department and administer its academic programs.

Primary Functions

Function 1: Departmental Administrative Assistant (55%)

• Maintain department files, records, and email lists.
  
• Support administrative needs of the faculty.
  
• Supervise student workers.
  
• Work closely with department chair to revise and enter class schedule and information in the online course. scheduling.
  
• Request Letters of Appointment for part-time faculty.
  
• Assist with registration process and course enrollment as needed.
  
• Assist with the hiring and on-boarding of new faculty and staff members.
  
• Assist part time faculty and affiliates with using university software and logistics such as attaining keys, campus cards, parking passes, etc.
• Assist with data collection, data reporting, and departmental surveys.
• Maintain and coordinate content on department website, in partnership with department chair, faculty and Marketing staff.
• Assist Marketing staff with the marketing of mathematics programs as needed.

Function 2: Office Reception (15%)

• Serve as point of contact for the department; interact with students, parents, faculty and visitors in person and on the phone.
  
• Answer or redirect questions from students and prospects.
  
• Schedule appointments and meetings.

Function 3: Activity Manager (15%)

• Maintain/Track Department Budget, issuing regular year-to-date spending reports for the department chair, and reconcile departmental finances monthly.
  
• Process reimbursement requests from faculty and students.
  
• Order department equipment and supplies.
  
• Review, approve and track student payroll.

Function 4: Event Planner (15%)

• Schedule, plan, organize and oversee department events including department meetings, information sessions, orientation sessions, student events, guest speaker events, and alumni events.
  
• Take minutes at department meetings.
  
• Create flyers and handouts for departmental events.
  
• Find student volunteers for departmental events as needed.

Marginal Functions:

• Other duties as assigned

Qualifications

• High School diploma or equivalent (GED) and two or more years administrative office 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.
  
• Intermediate level skills with MS Office products: Word, Excel, Windows, Outlook, and Publisher
  Ability to communicate effectively with others in writing, by phone and in person.
  
• Excellent customer service skills including the ability to create a warm and welcoming environment and work with diverse populations.
  
• Ability to organize, prioritize and multi-task independently with success.
  
• All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.
  
• All positions at Seattle University require a criminal history background check.

Preferred Qualifications

• Bachelor’s degree.
  
• Experience working in an academic environment.
  
• Familiarity with SU administrative computer systems: Colleague and CLSS.

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: $43,000 - $48,500

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/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university’s discretion.