Operations/Administrative Assistant

Seattle University Seattle , WA 98113

Posted 3 weeks ago

Operations/Administrative Assistant

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 20

Employment Status: Part-Time

Position Description

This position provides support to the Budget and Operations Manager in the College of Nursing.

Responsibilities Budget and Operations:

Accounting (60%):

  • Process travel advances and travel expense reimbursements for CON faculty and staff. Identify discrepancies in supporting documentation and review for compliance with college and university travel policy.

  • Process quarterly clinical mileage reimbursements for faculty working at clinical sites. Identify discrepancies in supporting documentation and review for compliance with policy.

  • Process guest lecture and standardized patient payments via ProcureSU. Identify discrepancies in back-up documentation and review for appropriate approvals

  • Process occasional travel expense reimbursements for students placed at distant clinical sites.

  • Manage filing of accounts payable documents in assigned folder locations.

Procurement (20%):

  • Input purchase requisitions and perform shopper duties.

  • Purchase supplies for CON using the punch-out catalogs available in ProcureSU.

  • Add and update vendors in ProcureSU.

  • Process business card orders for faculty and staff.

Operations (15%):

  • Meet with adjunct faculty regarding new hire contracting process as backup to the manager

  • Cross train with Technical Systems Support Coordinator on course evaluation process.

  • Other duties as needed to support business process and operations

Responsibilities Dean's Office (5%)

  • Provide support managing the Dean's calendar when the dean's executive coordinator is away.

  • Provide coverage for dean's office front desk when administrative assistant is away.

Qualifications

Minimum Qualifications:

  • High school diploma or equivalent (GED) and or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.

  • Experience in budgeting/accounting processes, procurement, and document management.

  • Ability to maintain confidentiality and follow protocol.

  • Able to communicate effectively orally and in writing with diverse audiences.

  • Attention to accuracy and detail.

  • Proficiency with Microsoft Office Suite, especially Excel.

  • Ability to learn new software and train others.

  • Ability to communicate with IT staff to resolve technology problems.

Preferred Qualifications:

  • Baccalaureate degree and two years of administrative support experience or an associate degree with three or more years of experience.

  • Experience with facilities processes and project management.

  • Experience working in a higher education office management.

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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Operations/Administrative Assistant

Seattle University