Executive Coordinator
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.
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 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, purses excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.
Position Description
Seattle University is seeking a qualified Executive Coordinator to support the Dean, Chief of Staff, and the operations of the Office of the Dean in the School of Law.
Seattle University School of Law educates outstanding lawyers who are leaders for a just and humane world. Faculty, students, and staff form a vibrant, diverse, and collaborative community that promotes academic excellence and education for justice. The Law School's commitments are grounded in its Jesuit Catholic tradition, one that encourages open inquiry, thoughtful reflection, and concern for personal growth. Innovation, creativity, and technological sophistication characterize our rigorous educational program, which prepares lawyers for a wide range of successful and rewarding careers in law, business, and public service.
The Executive Coordinator will perform a wide range of administrative duties and tasks that support the operation of the School of Law. This work will interface with internal and external individuals and organizations. It requires considerable discretion and a high degree of initiative.
Essential Duties And Responsibilities
- Primary Point of Contact: Serve as the first point of contact for the Dean's Office, managing a wide variety of internal and external requests.
- Operational Support: Assist the Dean and Chief of Staff in carrying out the operational responsibilities of the Dean's Office.
- Correspondence Management: Manage the correspondence of the Dean's Office, including email, electronic communications, traditional written materials, and verbal communications. Maintain appropriate records for all correspondence.
- Calendar and Travel Coordination: Manage and coordinate the calendars of the Dean and Chief of Staff, including on- and off-campus appointments and all travel arrangements. Prepare and submit travel expense reports.
- Event and Public Appearance Support: Assist in the coordination of the Dean’s role in events and public appearances. Collect, review, and make final preparations for informational documents and event briefings to ensure the Dean is prepared for public engagements.
- Sponsored Event Logistics: Provide logistical support for activities and events sponsored by the Dean’s Office, including availability for occasional evenings and weekends as scheduled.
- Sponsorship Coordination: Coordinate requests for the School of Law to sponsor local bar association and community events. Communicate with event organizers, arrange sponsorship payments, determine priorities, track associated expenses, and recruit members of the School of Law community to attend events.
- Administrative Systems Management: In coordination with the Chief of Staff, develop and maintain systems and procedures to ensure that all administrative records of the Office of the Dean are maintained accurately and confidentially.
- Faculty Recruitment and Hiring: Coordinate with the faculty appointments committee and manage and support the faculty recruitment and hiring process, including tracking and coordinating financial expenses associated with the process. Update and distribute confidential faculty materials and reports.
- Student Staff Supervision: In collaboration with the Assistant to Associate Deans, hire, train, and supervise student staff for the front desk of the Dean's Office.
- Publications Support: Support the development of the Good Newsletter publication, a faculty and staff email that celebrates recent community accomplishments and notes important upcoming events.
- Additional Duties: Perform other duties, projects, and tasks as assigned.
Qualifications
Education and Experience:
- High school diploma and five or more years of administrative-level experience, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Skills And Abilities
- Well-organized, self-motivated professional with excellent interpersonal, verbal, and written communication skills.
- Ability to work effectively with diverse audiences with sensitivity and diplomacy.
- Excellent computer skills, including proficiency with Windows, Word, Outlook, Excel, and PowerPoint.
- Keen attention to detail and accuracy.
- Ability to manage multiple projects and priorities concurrently, and independently prioritize tasks to meet deadlines.
- Ability to act calmly and professionally in challenging situations, relaying information with tact and diplomacy.
- Creativity and analytical problem-solving skills.
Flexibility
- Ability to work evenings and weekends as required for scheduled programs and events.
Diversity And Mission
- An appreciation and understanding of the value of diversity. All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.
Preferred Qualifications
- A bachelor’s degree and/or advanced degree.
- Higher education experience, knowledge of university operations, non-profit fundraising, and/or legal experience.
Application Instructions
Interested applicants should submit a cover letter addressing their relevant experience, qualifications, and interest in the role; a current resume detailing their professional experience, education, and skills; and contact information for three professional references (name, title, email, and phone number). Applications should be submitted via the Seattle University employment portal. Applications will be reviewed on a rolling basis until the position is filled, with priority given to those received by 1/15/25. For inquiries about the position, please contact H. Juul at juulh@seattleu.edu. All positions at Seattle University require a criminal history background check.
Compensation At a Glance
Salary Range: $54,000 - $64,000
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.
