Job Details

Administrative Assistant

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid 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.

Position Description

Purpose:

 To provide administrative office support services to the chair, faculty and students of the Department of Modern Languages and Cultures. This position is full time September through June and part time (20 hours per week) during July and August.

Essential Job Functions:

Department Support 

• Serve as front-line support and knowledgeable resource for all students, faculty, and guests of the Modern Languages and Cultures Department, maintaining an open-door policy and welcoming environment. Answer incoming calls, e-mail messages and questions from students and general public.
• Provide multi-faceted programmatic and operational support, including classroom assignments, office assignments, key requisitions and making copies of essential department projects as requested.
• Support departmental meetings, send reminders, and record, write, and distribute minutes. Track that tasks assigned during meetings are accomplished.
• Developing and/or updating department promotional materials and keeping copies available at all times.
• Troubleshooting faculty and student requests.
• Maintain confidential student records, process student Registrar forms. Maintain department statistical data including annual lists of active minors and majors and keep current student email lists and academic advising handouts.
• Use student and learning management systems and internal data delivery applications needed for registering students, auditing degree requirements, and generating admissions and enrollment reports.
• Manage Challenge Exams schedules and results during the four quarters of the year, to be sent to the Office of the Registrar as well as communicated to students.
• Maintain accuracy and relevance of department website. Update regularly with student’s spotlight section, changes in any language and events.
• Coordinate logistics for department events including creating flyers, securing room reservations, catering orders, and guest parking plus assisting with advertising and overseeing day-of-event activities.
• Hire, train, and supervise a part-time student office assistant.
• Assist with the hiring and interviews of new faculty. Manage on-boarding of part-time faculty including requesting and tracking Letters of Appointment, and updating schedules with the names of new instructors.
• Assist faculty with departmental computer refresh needs.
• Prepare Modern Languages and Cultures Department Program Review documents and assist in any tasks related to completing the process.
• Assist with annual academic catalog updates and support ongoing program assessment.

Scheduling Duties 

• Coordinate with department chair to assemble and maintain quarterly schedule of classes.
• Enter and track quarterly course schedule, make periodic reviews and changes as needed, and monitor the schedules to make sure that the changes are reflected on the system prior to the opening registration date.
• Prepare and submit curriculum forms.
• Update faculty teaching assignments.
• Work to resolve scheduling conflicts and room requests.
• Monitor wait lists and manually register students when needed. Track enrollment caps during student registration periods.
• Maintain booking calendar in Outlook for shared department conference room.

Financial Activity Management

• Prepare requests for all department and faculty led study abroad programs expenditures and reimbursement requests including assigning correct activity and accounting codes and monitoring purchases to assure they are within budget limitations and in accordance with University polices.
• Assist with faculty reimbursements through ProcureSU.
• Manage Procard account for department.
• Process honorarium requests.
• Manage and purchase office supplies.
• Other duties as assigned.

Qualifications

• High school diploma and three or more years of previous administrative support experience or an equivalent combination of education and experience sufficient to successfully perform the essential functions of the job.
• Demonstrated ability to form and maintain productive working relationships with faculty, staff, and students from diverse backgrounds.
• Customer service driven with self-directed problem-solving skills.
• Strong and professional written and oral communication skills to be able to proof and correct spelling, grammar, and punctuation in any department promotional materials or communications.
• Proven ability to work in a busy office environment, with frequent interruptions and competing deadlines, while maintaining a high degree of accuracy, attention to detail, and a warm and welcoming environment.
• Proven ability to handle confidential information with a high degree of tact and sound judgment.
• Experience handling the logistics of setting up meetings and other events, which may include guest parking, advertising, and catering plus overseeing day-of-event activities.
• Intermediate level PC-based computer skills, with strong proficiency using Microsoft Windows and Office software including Excel, Outlook, PowerPoint, and Word.

Preferred Qualifications:   

• Bachelor’s degree.
• Proficiency in another language.
• Experience working in a previous administrative support position in a university setting, with familiarity using student and learning management systems.

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: $42,900 - $44,796

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/ 

Hybrid Eligible*
This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university’s discretion.