Senior Administrative Assistant

Seattle University Electrical and Computer Engineering • Seattle, WA

64d • $45,000 - $55,000 • Hybrid

About The Position

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 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.
Position Description:
Administrative Support
Provide general administrative support to the department chairs and faculty as needed, including activities such as report and spreadsheet generation, data entry, copying, and scheduling and room reservations for department gatherings.
Partner with the department chairs, faculty, staff, and students to help implement strategic department goals including recruitment and outreach events.
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 (e.g. syllabi, course grades) for archival purposes.
Facilitate and assist with the course evaluations for faculty as needed.
Maintain and coordinate content on department website and social media in partnership with chairs, faculty and staff.
Partner with the chairs 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.
Request Letters of Appointment for part-time faculty and assist with the hiring of student workers.
Assist 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 and events, communicate with members, coordinate scholarship, track donations.
Recruit and facilitate activities and meetings for the Electrical and Computer Engineering Student Ambassadors with the chair.
Budget Activity Oversight
Provide accounting support, including:
Track and balance financial records for department(s) budgets, including purchases, reimbursements, and Procard activity.
Order and record all equipment purchases.
Maintain financial records for department(s) including purchase requisitions and financial reports.
Issue regular year-to-date spending reports for the department chair(s) and reconcile departmental finances monthly.
Academic Support
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 to prepare and track paperwork associated with scheduling and curriculum changes.
Enter course description edits, curriculum revisions, additions and deletions in the university’s online academic catalog management system and submit to Academic Program Manager for approval.
Work closely with department chair(s) to revise and enter class schedule and course specifics in Schedule Planner, the university’s online scheduling program.
Proctor exams as needed.
Reception
Provide reception services for the department. Interact with students, parents, faculty and visitors in person 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.

Requirements

• 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.
• Experience with MS Word, MS Excel, MS Windows, MS Outlook and Internet Explorer.
• Experience maintaining a website.
• 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.

Nice To Haves

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

Responsibilities

• Provide general administrative support to the department chairs and faculty as needed, including activities such as report and spreadsheet generation, data entry, copying, and scheduling and room reservations for department gatherings.
• Partner with the department chairs, faculty, staff, and students to help implement strategic department goals including recruitment and outreach events.
• 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 (e.g. syllabi, course grades) for archival purposes.
• Facilitate and assist with the course evaluations for faculty as needed.
• Maintain and coordinate content on department website and social media in partnership with chairs, faculty and staff.
• Partner with the chairs 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.
• Request Letters of Appointment for part-time faculty and assist with the hiring of student workers.
• Assist 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 and events, communicate with members, coordinate scholarship, track donations.
• Recruit and facilitate activities and meetings for the Electrical and Computer Engineering Student Ambassadors with the chair.
• Provide accounting support, including: Track and balance financial records for department(s) budgets, including purchases, reimbursements, and Procard activity.
• Order and record all equipment purchases.
• Maintain financial records for department(s) including purchase 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 to prepare and track paperwork associated with scheduling and curriculum changes.
• Enter course description edits, curriculum revisions, additions and deletions in the university’s online academic catalog management system and submit to Academic Program Manager for approval.
• Work closely with department chair(s) to revise and enter class schedule and course specifics in Schedule Planner, the university’s online scheduling program.
• Proctor exams as needed.
• Provide reception services for the department. Interact with students, parents, faculty and visitors in person 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

• 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.

What This Job Offers

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