Executive Coordinator

Seattle University Seattle , WA 98113

Posted 4 days ago

Executive Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Position Description

Provide high-level executive support to the Vice President for Diversity and Inclusion by performing complex, varied and confidential administrative and financial functions supporting the goals and strategic priorities of the Office of Diversity and Inclusion (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. This person will also assist ODI in utilizing sourcing techniques, networking referrals, local, national and relevant international community relationships and high impact practices as defined by the Vice President for Diversity and Inclusion.

Essential duties:

  • Perform administrative duties with strong attention to detail under the direction of the Vice President for Diversity and Inclusion (VP for D&I).

  • Manage complex calendar for the Vice President. 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 VP, 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 VP.

  • Attend, as a representative of the department, any function as requested by the Vice President.

  • 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 ODI in preparing budget and planning documents, as well as preparing budget requests; monitor budget and prepare reports for review/approval by the VP for D&I; process all accounting and billing transactions; prepare and submit all travel reimbursements for the VP for D&I.

  • Coordinate the work performed by the office's graduate assistants, interns and/or volunteers where applicable and as directed by the Vice President.

  • 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.

Professionalism: 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 supported 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.

Qualifications

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;

Preferred Qualifications:

  • Bachelor's degree.

  • Higher Education work experience.

  • 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.

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. Protect your income with life, short & long-term disability coverage, and plan for your future with a generous 10% employer contribution for retirement benefits. 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: https://www.seattleu.edu/hr/benefits/

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.

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Executive Coordinator

Seattle University