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Executive Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Position Description

Executive Coordinator, Office of the Vice President for Student Development

Provide high-level executive support to the Vice President for Student Development, Associate Vice President & Dean of Students, and Assistant Vice President by performing complex, varied and confidential administrative and financial functions supporting the goals and strategic priorities of the Division of Student Development. The incumbent will serve as the liaison to the Vice President for Student Development, Associate Vice President & Dean of Students, and Assistant Vice President for all high-level internal and external constituencies; and will assist in the collaboration with key functional areas of the university. This person will also assist the Division of Student Development in utilizing sourcing techniques, networking referrals, local, national and relevant international community relationships and high impact practices as defined by the Office of the Vice President for Student Development.

The ideal candidate must have high professional and organizational standards and be able to bring energy and enthusiasm to the role. In addition, the role requires a desire to serve and collaborate with our campus community and a diverse range of external professionals and candidates. The Executive Coordinator serves as a trusted confidant, bringing flexibility, student-centered focus and strong interpersonal communication skills to the Division of Student Development team. Having strong proficiency in numerous technologies is a plus, particularly since building dynamic presentations for the Office of the Vice President for Student Development is essential. Since the environment is fast paced, our ideal candidate will be passionate about scheduling with the ability to manage multiple calendars.

If you consider yourself an organizational guru, and nimble enough to roll with the punches and thrive in an ever-changing professional environment, this role is worth your time and attention.

Essential duties:

Perform administrative duties with strong attention to detail under the direction of the Vice President for Student Development and the Division’s senior team.

Manage complex calendar for the Vice President and the Division’s senior team. Point person for the scheduling of all requests for appointment (internal and external).

Schedule important internal and external meetings; compose, prepare, and organize confidential communications and correspondence. Organize and maintain files and records. 

Create high level presentation materials, memos, minutes and reports on behalf on the Vice President and the Division’s senior team, for internal and external audiences.

Maintain a high level of integrity and discretion in handling confidential information, a high level of professionalism in dealing with senior professionals inside and outside the institution with a positive attitude.

Serve as a point of contact for internal and external partners, including screening phone calls and ensuring messages are communicated to the Vice President and the Division’s senior team.

Attend, as a representative of the Division, any function as requested by the Vice President and the Division’s senior team.

Demonstrate the ability to interact professionally and build relationships with all levels of employees and executives within the University.

Coordinate travel arrangements, accommodations, and related activities for visitors, as needed.

Maintain confidentiality and discretion in handling sensitive information and files both within and outside of the office.

Assist the Office of the Vice President in preparing budget and planning documents, as well as preparing budget requests; monitor budget and prepare reports for review/approval by the Vice President and the Division’s senior team; process all accounting and billing transactions; prepare and submit all travel reimbursements for the Vice President and the Division’s senior team.

Coordinate the work performed by the office’s student employees, interns and/or volunteers where applicable and as directed by the Vice President and the Division’s senior team.

Coordinate all logistics and serve as departmental point person for all work unit conferences, meetings and special events.

Responsible for implementing functions of special projects as assigned.

Assist in website design and content management and editing.

Perform other duties as assigned.

Core competencies:

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

Integrity: Ability to work effectively and collegially within a large, complex university system and to negotiate with a wide range of constituencies is required; and strong professional Integrity and office decorum.

Discretion: Many of the activities, and much of the information and materials associated with supporting executives is highly confidential and often time sensitive. A key job requirement is the ability to compartmentalize and to exercise discretion and sound judgment required to protect confidentiality and sensitivity of information.

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


Minimum Qualifications:

• Combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above. 

• Ability to manage complex administrative tasks and functions including the ability to organize and prioritize time and work independently. 

• Strong attention to detail.

• Ability to work effectively as part of a team, with both academic leaders, as well as administrative staff to accomplish assigned tasks.

• Ability to work independently, as well as collaboratively, without extensive supervisory oversight.

• Experience providing executive-level support.

• A self-starter eager to exceed objectives and take on more responsibility as needed.

Preferred Qualifications:

• Bachelor’s degree.

• Experience in a higher education or similar industry or organization.

• Experience participating in significant organizational change and/or in advancing diversity, equity, and inclusion, as well as intercultural dynamics within a complex organization. Strong command of contemporary diversity, equity, inclusion and intercultural concepts and issues and experience working in a diverse environment.

Benefits at a Glance

Consistent with its fundamental Jesuits value, 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. You may also take advantage of 100% tuition remission benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Christmas break closure, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at:  

Application Instructions

Applicants are also strongly encouraged to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870. Job postings are open until filled, unless otherwise specified. 

Seattle University
901 12th Avenue
Seattle, WA 98122