Senior Administrative Assistant, Biology

Seattle University Electrical and Computer Engineering • Seattle, WA

1d • $45,000 - $51,000 • Hybrid

About The Position

Seattle University's Biology department is seeking a Senior Administrative Assistant to provide comprehensive administrative, academic, and budgeting support. This role is crucial for the smooth operation of the department, involving direct interaction with students, faculty, staff, and external partners. The position requires a proactive individual who can manage diverse tasks, contribute to departmental goals, and maintain a welcoming environment.

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 sufficient to successfully perform the essential duties of the job.
• Experience with MS Word, MS Excel, MS Windows, MS Outlook and Internet Explorer.
• 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.
• Demonstrated commitment to diversity and the university’s mission, vision, and values.
• All positions at Seattle University require a criminal history background check.

Nice To Haves

• Bachelor's degree.
• Experience working in an academic environment.
• Experience using Workday software, maintaining a website, and using social media for marketing.

Responsibilities

• Provide general administrative support to the department chair(s) and faculty, including report and spreadsheet generation, data entry, copying, and scheduling.
• Partner with the department chair(s) and faculty to help implement strategic department goals.
• Support and assist faculty with teaching activities such as procurement of necessary supplies, interacting with Information Technology for classroom needs, and collection of course materials for archival purposes.
• Facilitate and assist with the course evaluations for faculty as needed.
• Maintain and coordinate content on department website in partnership with chair(s), faculty and staff.
• Partner with the chair(s) and faculty to coordinate and assist in the planning of departmental events.
• Maintain necessary departmental and student files and records.
• Assist with the hiring and on-boarding of new faculty and staff members.
• Coordinate Letters of Appointment for part-time faculty and assist with the coordination of student workers.
• Track class van requests per quarter with university transportation and public safety.
• Maintain lab access lists for department’s lab spaces each quarter, and coordinate after-hours access lists with public safety.
• Proctor exams when needed.
• Assist chair(s) and faculty with academic research using university systems to gather and track student data and statistics.
• Coordinate additional activities to support department chair(s), lab managers, and faculty as needed.
• Provide accounting support, including tracking and balancing financial records for department(s) budgets (payable, purchases, check requisitions).
• Order and record equipment purchases.
• Maintain financial records for department(s) including check requisitions and financial reports.
• Issue regular year-to-date spending reports for the department chair(s), and reconcile departmental finances monthly.
• Assist with registration process and course enrollment as needed.
• Support annual class schedule, advising assignment and catalog building processes and management.
• Work closely with department chair(s) to prepare and track paperwork associated with scheduling and curriculum changes.
• Work closely with department chair(s), dean’s office, and Registrar’s office to revise and enter class schedule and course specifics in the university’s online scheduling programs.
• Provide additional data entry and course support to department chair(s) and faculty as needed.
• Provide reception services for the department, interacting with students, parents, faculty and visitors in person, via email, and on the phone.
• Respond to questions or refer students and others to appropriate contacts.
• Assist part time faculty and affiliates with using university software and logistics such as attaining keys, campus cards, parking passes, etc.
• Arrange facilities repairs when necessary.

Benefits

• Three different medical plans
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability coverage
• Long-term disability coverage
• Up to a 10% employer contribution for retirement benefits (5% nonelective employer contribution and dollar-for-dollar match up to 5% of voluntary contributions)
• 100% paid tuition benefits for the employee and dependents
• Subsidized transportation benefit
• Wellness program with free access to an onsite fitness facility
• Wide variety of campus events
• Generous holiday schedule, including a paid Holiday break closure in December
• Vacation leave
• Paid sick leave
• Paid community service leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED