Job Details

Executive Coordinator

Position Number: 6554385
Location: Seattle, WA
Position Type: Executive Assistants

Executive Coordinator

Seattle University

Executive Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

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

Seattle University is seeking an experienced Executive Coordinator to join the Office of Diversity and Inclusion (ODI) to provide high-level executive support to the Vice President for Diversity and Inclusion by performing complex, varied, and confidential administrative, financial, and project management functions supporting the goals and strategic priorities of the ODI. The incumbent will serve as the liaison to the Vice President for Diversity and Inclusion for all high-level internal and external constituencies; and will assist in the collaboration with key functional areas of the university on behalf of the Vice President.

The Executive Coordinator works closely with the Vice President and Assistant Vice President of the Office in calendar management, travel arrangements, and preparation of support documentation for appointments and events. In addition, the Executive Coordinator helps coordinate meetings, implement projects and initiatives, and performs numerous other duties and tasks in support of the Vice President and the work of the Office. The Executive Coordinator will need to be a dynamic professional who can be relied upon to support the Vice President's day-to-day activities of the Office, and able to adapt to change in a fast-paced environment. The ability to be positive and forward thinking is crucial. Maintaining and managing confidential information will be paramount as well as being a service-oriented professional and ambassador for the Vice President and the ODI.

Essential Job Duties:

Administrative Support for the Vice President (60%)

Perform high-level administrative duties for the Vice President with strong attention to detail and efficiency.
Maintain confidentiality and discretion in handling sensitive information and files both within and outside of the office.
Manage the Vice President's complex calendar, travel details, and incoming internal and external outreach for the Vice President, including screening outreach, exercising strong judgment in handling outreach and engagement, and ensuring messages are communicated to the Vice President or the appropriate ODI staff member.
Ensure sufficient desk time and time for meetings and events including transition times for the Vice President.
Compose, prepare, and organize communication and correspondence (sometimes confidential in nature) as directed by the Vice President. Organize and maintain files and records.
Assist with emails as directed by the Vice President.
Coordinate and schedule all the Vice President's appointments including out-of-town travel, local and campus appointments.
Coordinate travel arrangements, accommodations, and related activities for guests and visitors to the Vice President and the ODI, as needed.
Process all accounting and billing transactions; prepare and submit all travel reimbursements for the Vice President and surrogates, to ensure that the Vice President pursues the work of the office in collaboration. These surrogates for the Vice President include the Assistant Vice President, Wismer Professor for Gender and Diversity, and other staff and affiliates.
Assist in creating or independently high-level presentation materials, memos, meeting minutes, and reports on behalf of the Vice President, for internal and external audiences as directed.
Work closely with University Advancement and Events staff on university signature events.
Review and coordinate the Vice President's mail and invitations to internal and external events and coordinate and maintain the Vice President's speaking engagements, speeches, and presentations.
Courteously and efficiently route campus climate or other issues which are addressed to the Vice President and/or the ODI following established office protocols.
Coordinate meetings with and communications to internal and external constituents, drafting responses to correspondence, where appropriate.

Perform a broad range of administrative and project management tasks for the Vice President, Assistant Vice President, and the ODI. (25%)

Co-lead the planning, coordination, and execution of high-visibility, ODI-led, university-wide signature events, taking responsibility for project management, logistics, budgeting, communication, and cross-division collaboration.
Process requisitions, reimbursements, and payments for the ODI.
Prepare budget and planning documents, as well as budget requests for the Vice President's review; monitor operational budget and prepare reports for review/approval by the Vice President.
Coordinate the ODI's meetings, programs, and events, including acting as the primary liaison for the Vice President and signature ODI and university events such as Red Talks, Racial Equity Summit, Mission Day, and Commencement.
Draft campus communications for the Vice President's review.
Provide a professional atmosphere and ensure courteous and efficient handling of contacts with the ODI to individuals at all levels, both internal and external.
Makes purchases for University business as directed by the Vice President and Assistant Vice President.
Work in partnership with the President, Provost, President's Roundtable, Deans, other campus stakeholders, and their office staff on all business needs.
Coordinate business of members of the Board of Trustees, its Committees, and meetings, including the Diversity, Equity, and Inclusion Committee of the Board (Board DEI Committee). Assist the Vice President and Board committee Chair with all aspects of the Board DEI Committee, including coordinating guest presentations, preparing materials, and taking and publishing meeting minutes and related materials.

Other (15%)

Work in partnership and collaboration with staff from across campus to advance the initiatives of the ODI.
Complete tasks associated with special projects, as assigned with broad definition by the Vice President and Assistant Vice President.
Attend as a representative of the Vice President upon request, at any function or meetings.
Coordinate the work performed by the ODI's graduate assistants, student employees, interns,and/or volunteers where applicable and as directed by the Vice President.
Assist in website design and social media content management and editing as directed bythe Vice President.
Perform related duties as necessary to support the ODI and other duties as assigned.

Core Competencies and Critical Success Factors:

Communication Skills: Excellent interpersonal, oral, and written communication skills; including
the ability to write concisely, express thoughts clearly, and logically develop ideas.

Effectiveness and Efficiency: Comfort exercising independence and judiciously making decisions
based on a thorough knowledge of functional area policies and procedures, and by using sound
decision making. Responsible for ensuring smooth and timely flow of administrative work for the
ODI.

Professionalism: The ability to work effectively and collegially within a large, complex university
system and to negotiate with a wide range of constituencies is required and with strong
professional Integrity and office decorum. Professional interactions and a positive attitude in
building relationships with all levels of employees and executives within and outside the
University.

Discretion: Many of the activities and much of the information and materials associated with the
work of the Vice President are highly confidential and often time-sensitive. A key job requirement
is the ability to maintain a high level of integrity, the ability to compartmentalize and exercise
discretion, and the sound judgment required to protect the confidentiality and sensitivity of the information with diplomacy, tact, and discretion.

Technological Acumen: Demonstrated advanced computer knowledge and proficiency including
Microsoft Office Suite (including Word, MS Excel, MS PowerPoint, MS Windows, MS Outlook, and
Chrome) and other relevant technology tools.

Collaboration and Growth Mindset: Ability to work effectively as part of a team, with both
academic leaders, as well as administrative staff to accomplish assigned tasks, and with optimal
timely responsiveness. The ability to effectively collaborate with other executive staff and senior level administrators when the need arises, and the agility to proceed notwithstanding lack of
direction, structure, or established practices or procedures.

Qualifications

High school diploma required.
Three or more years of experience providing successful senior-level administrative support or a combination of education and experience sufficient to successfully perform the essential duties and core competencies of the job such as those listed above.
Ability to manage complex administrative tasks and functions efficiently including the ability to organize, multi-task and prioritize time and work independently.
Strong attention to detail and reliability.
Excellent verbal and written communication skills are required including experience preparing, reviewing, editing, and disseminating financial information.
Strong and positive customer service and support experience within a highly visible business office, including phone, email, and personal contact.
Ability to work independently, as well as collaboratively, without extensive supervisory oversight.
Experience being efficient in a busy office with frequent interruptions and shifting priorities.
Strong organizational and planning skills.
Strong experience with event planning.
Ability to work effectively as part of a team.
Experience with personal computer equipment and software, including familiarity with word processing, spreadsheets, and database programs including advanced knowledge of all Microsoft Office products.
Knowledge of administrative and clerical procedures.
Quick learner of new systems and adaptive to existing practices, while also pursuing efficiencies in existing processes.

Preferred Qualifications:

Bachelor's degree.
Experience supporting a senior level administrator/
Higher education knowledge and work experience/
Thorough knowledge of the University's organization and operation/
Experience with project management, business, or volunteer/
Experience participating in significant organizational change and/or in advancing diversity, equity, and inclusion, as well as intercultural dynamics within a complex organization.
Command of contemporary diversity, equity, inclusion, and intercultural concepts and issues.

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: $65,000 - $70,000

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/

To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/2913?c=seattleu