Job Details

Budget & Operations Administrative Assistant

Position Number: 9764121
Location: Seattle, United States
Position Type: Business and Financial Management

Budget & Operations Administrative Assistant

Part Time
JR100189

Months Per Year:

12

Work Model:

Hybrid Work 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 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:

Accounting and Financial Processing (40%)

Process faculty, staff, and student reimbursement requests in Workday.

Process faculty development, startup, professorship, seed grant, and clinical mileage reimbursements.

Maintain expenditure trackers and support documentation.

Assist the Budget Director with reconciliation of faculty expenditures and budget tracking.

Review transactions for completeness and follow up on missing documentation.

Faculty Contract Administration (30%)

Prepare adjunct faculty contracts and faculty stipends in Workday.

Maintain contract tracking spreadsheets and workload records.

Assist with faculty onboarding documentation and appointment processing.

Follow up on outstanding Workday tasks related to contracts and stipends.

Procurement (20%)

Process purchase requisitions, invoices, supplier payments, and independent contractor payments in Workday.

Track procurement requests through completion.

Respond to requests from Procurement and Accounts Payable regarding supporting documentation.

Administrative Support (10%)

Create and maintain departmental forms, spreadsheets, and tracking tools.

Maintain records related to faculty financial transactions.

Provide backup support for Budget Office administrative functions.

Perform other duties as assigned to support departmental operations.

Minimum Qualifications

High school diploma or equivalent; or an equivalent combination of education and experience.

Experience providing administrative support in an office environment.

Experience with Microsoft Office, particularly Excel.

Strong organizational skills and attention to detail.

Ability to learn and use Workday and other university systems.

Ability to maintain confidentiality and communicate effectively with faculty, staff, and university offices.

Preferred Qualifications

Associate's or bachelor's degree.

Experience in higher education.

Experience with Workday or other enterprise financial systems.

Experience supporting procurement, reimbursements, or administrative operations.

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

$22,000 - $24,000

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/Budget---Operations-Administrative-Assistant_JR100189