Job Details

Senior Administrative Assistant

Position Number: 9787458
Location: Seattle, United States
Position Type: Secretary and Administrative Assistants

Senior Administrative Assistant

Part Time
JR100280

Months Per Year:

12

Work Model:

Onsite

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:

Essential Job Functions

Kinesiology administrative support: Provide day-to-day administrative support for the Kinesiology program in coordination with the Program Chair and Program Manager. Responsibilities may include front desk support; maintaining lists of majors and minors, advising assignments, and email distribution lists; managing files, mail, and program records; coordinating faculty office needs and keys; monitoring and ordering office supplies; and providing other administrative support needed for the program.

College financial and operational support: Work closely with the Director of Budget & Operations to support financial processing and reconciliation for the College of Nursing and Health Sciences. Review and track financial transactions, identify outstanding or incomplete items, and follow up with faculty, staff, and University offices as needed. Process and monitor reimbursements, invoice payments, purchasing transactions, and other financial activity in Workday through completion. Assist with routine financial reconciliation, documentation, and preparation of financial and operational reports. Support adjunct contracts, faculty payments, stipends, and related documentation as assigned.

Academic scheduling and program support: Support the Kinesiology Program Chair and Program Manager with class scheduling and course information in University scheduling systems. Compile reports, schedule meetings, maintain program information, and provide administrative support for program projects and initiatives.

Catalog and curriculum support: Assist the Kinesiology Program Chair and Program Manager with the annual catalog process and curriculum-related administrative work. Support preparation and routing of curriculum changes and maintain course and program information in University systems.

Student support: Provide administrative support for Kinesiology students, including maintaining advising information, assisting with registration-related questions and processes, monitoring enrollment information, and maintaining student program records. Direct students to the appropriate faculty member, advisor, Program Chair, or Program Manager when needed.

Faculty support: Provide routine administrative support to Kinesiology faculty, including room reservations, guest parking requests, catering, photocopying, scanning, and related needs. Assist with administrative aspects of faculty hiring and onboarding as assigned.

Information management: Maintain program records, distribution lists, faculty and advising information, student resources, meeting minutes, and other program information. Assist with updates to program webpages, newsletters, and reports as needed.

Events coordination and support: Provide administrative and logistical support for Kinesiology events, including space reservations, guest speaker travel and accommodations, catering, event promotion, payments, honoraria, and related documentation.

Administrative support: Provide meeting coordination, preparation of materials, room reservations, technology coordination, meeting minutes, correspondence, and other administrative support to the Kinesiology Program Chair and Program Manager as needed.

Other duties as assigned by the Kinesiology Program Chair, Program Manager, or Director of Budget & Operations.

Minimum Qualifications

High school diploma or equivalent 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 position.
Proficiency in Microsoft Office programs, including Word, Excel, and Outlook, and willingness to learn University systems, including Workday.
Experience maintaining a website or willingness to learn.
Ability to communicate effectively in writing, by phone, and in person.
Ability to work effectively with multiple stakeholders across the College and University.
Excellent customer service skills and the ability to create a warm and welcoming environment.
Strong collaborative and teamwork skills when working with students, faculty, staff, and University partners.
Ability to organize, prioritize, and manage multiple responsibilities successfully.
Strong attention to detail and ability to follow financial and administrative transactions through completion.
Ability to maintain confidentiality, take direction, work independently, and problem-solve.
All candidates must demonstrate a commitment to diversity and the University's mission, vision, and values.

Preferred Qualifications

Bachelor's degree.
Experience working in an academic environment or higher education.
Experience with financial administration, reconciliation, reimbursements, invoice processing, or similar financial transactions.
Experience with Workday or a similar financial/HR system.

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: $22,737 - $23,800

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, dental and vision insurance programs. Protect your income with life, short- and 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 voluntary contributions up to a maximum of 5%.

Employees 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. Seattle University also offers a generous holiday schedule, including a paid holiday break closure in December, vacation and paid sick leave, and paid community service leave.

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/

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. In these cases, the role typically begins fully on campus to support onboarding and training, with the potential to transition to a hybrid arrangement thereafter.

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

All flexible work arrangements are subject to periodic review and may be modified or discontinued at any time at the university's discretion.

To apply, visit https://seattleu.wd108.myworkdayjobs.com/en-US/SeattleUJobs/job/First-Hill/Senior-Administrative-Assistant_JR100280