Academic Program Coordinator for the Department of Art and Design
FLSA Status: Nonexempt
Market Reference Range (MRR): 6
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.
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
Job Duties:
Manage
department office (25%)
- Manage operations, supplies, equipment, filing, archives and mail distribution. Master electronic data systems to input and export data, produce reports, perform word-processing, generate spreadsheets, copying, scheduling appointments, administer student and faculty access to facilities.
- Collect and archive faculty syllabi and student files.
- Collaborate with the department chairs, operations manager, and faculty in departmental
planning - Maintain confidentiality in all aspects of student, staff and university information. Understand,
interpret, and enforce University, College, and Department policies. Attend faculty meetings and record minutes. - Provide reception services for the department. Interact with students, parents, faculty and visitors in person and on the phone. Respond to questions or refer students and others to appropriate contacts.
- Conduct tours and provide information to prospective students.
- Coordinate classroom technical support and provide technical assistance with software and office equipment. Work closely with Facilities and Conference and Events to keep classroom and studio spaces clean and in working order.
- Provide general assistance to students. Answer inquiries and general problem-solving.
- Manage email lists of current students and alumni to be able to communicate news, on/off campus arts events, internships, and employment opportunities.
- Manage the graduate assistants.
- Provide student access to lockers, classrooms, music rooms and studios. Manage keys and access codes lists.
Course
Scheduling (30%)
- Create and manage the yearly scheduling data including the quarterly classroom schedule for all the classrooms, studios, and labs. Enter class schedule and course specifics in Schedule Planner, the university’s online scheduling program. Work closely faculty to create individual teaching schedules.
- Work closely with the Operations Manager to audit schedules based on department workloads.
- Work closely with the Registrar’s office, Conference and Events, and the Academic Programs Manager in the Cornish College of the Arts at Seattle University to audit and submit revisions to the academic room schedule.
Student
Registration (30%)
- Assist students with supplemental registration forms, administer manual course registrations, and manage registration waitlists for the department.
- Work closely with faculty to design custom waitlists for classes with high demand. Manage waitlists and work closely with department faculty to coordinate and schedule lessons.
Support
faculty (15%)
- Support faculty advising; manage and assign advisee lists for both departments, and create and distribute department registration forms including manual registration, waitlists, 2 year/4 year plans, and program descriptions.
- Manage faculty contact lists to distribute and communicate news and events to/from faculty. Initiate and distribute documents and reports. Assist faculty with proofreading, advising, roster lists, entering grades and distributing evaluations. Assign academic advisors to new majors and minors.
- Assist faculty with printing, setting up Canvas, ordering textbooks, and access to classrooms.
- Assist Chairs as needed with research regarding programs, grants or other issues germane to furthering department goals.
Marginal Job
Functions
- Provide support to the Department of Art and Design to promote retention, fund-raising, and recruiting efforts. Attend training sessions as needed to upgrade technical and job-related skills.
- Provides backup for the Operations Manager
- Perform other duties as assigned.
Qualifications
- High School
Diploma and four years administrative office support experience or an
equivalent combination of education and experience sufficient to successfully
perform the essential duties of the job such as those listed above.
- Proficiency in
MS Office: Word, Excel, PowerPoint and Outlook.
- Ability to
communicate effectively with others in writing, by phone or in person.
- Excellent customer service skills including the ability to create a warm and
welcoming environment and work with diverse populations.
- Ability to organize
and prioritize and able to perform multiple tasks successfully.
- All candidates
must show a demonstrated commitment to diversity and the university’s mission,
vision, and values.
- All positions
at Seattle University require a criminal history background check.
Preferred
Qualifications
- Bachelor’s
degree with two years administrative experience in a university or college
setting.
- A dedicated
interest and experience in fine arts.
- Excellent written and oral communication
skills.
- Keen attention to accuracy and detail.
- Ability to work with a diverse
population effectively with great sensitivity and finesse.
- A commitment to
excellence and a professional disposition.
- Experience with Adobe and various
data systems software.
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: $53,500
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.