Administrative Coordinator of the College of Arts and Sciences

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Position ID:

150994

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About Seattle Pacific University:

Founded in 1891, Seattle Pacific University has a long and distinguished history in Christian higher education. Located just minutes from downtown Seattle, SPU seeks to be a premier Christian University fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. Seattle Pacific University seeks applicants committed to its Christian mission.

Diversity Statement

As part of our mission of cultural engagement, SPU is committed to building an excellent and diverse staff and faculty. Diversity is an ethos that is inseparable from our Christian faith. At SPU, we recognize diversity as a basic feature of God's creation and a core theme of the gospel. At the heart of our mission-centered commitment to becoming a more diverse community is a desire to represent the breadth of God's kingdom more fully.

We strive to become a workplace of choice and to recruit, develop, and retain faculty and staff who can embrace, value, and engage differences with humility and care. We invite you to join us on our journey by starting a career at SPU! Learn more about SPU's commitment to diversity

and opportunities

for our employees to deepen their capacity to serve our increasingly diverse student body.

Seattle Pacific University provides reasonable accommodation to applicants. If you need a reasonable accommodation for any portion of the application or hiring process please contact the Human Resources Department at (206)281-2809, or email hr@spu.edu

. Notification must be given at least five (5) working days before the accommodation is needed.

Job Description:

General Summary:

Provides assistance to the Dean of the College of Arts and Sciences and Associate Deans; acting as the point person for the Dean, coordinating appointments, assisting with meeting preparation, and communicating for the Dean as needed. Supervises CAS building Administrative Assistants and Program Coordinators. Coordinates the daily business of all aspects of the College of Arts and Sciences--including handling the main department email, facilitating the faculty evaluation process, keeping well-organized records and schedules, and assisting the dean in handling faculty-related needs. Facilitates planning for all CAS events including the yearly CAS Workshop, Chair Council Meetings, and CAS Staff Appreciation events. Assists in collaborating with cross-campus departments. Assists the Associate Deans as needed. Manages the buildings that CAS operates in on campus, handling requests and related processes.

Job Duties:

Dean's Assistant Duties:

Assists the Dean in the management of all CAS operations keeping information accessible, updated, and all processes organized. Coordinates the Dean's calendar by scheduling meetings and communicating with faculty, staff, and other campus constituents. Helps gather information and assist with other preparations for meetings. Takes calls for the Dean and responds to email that comes to the department email address. Facilitates positive communication and cooperation between the College and academic and non-academic offices across campus. Organizes the CAS calendar and schedules all chair and faculty meetings. Processes the Dean's purchasing card records, facilitates travel arrangements, and other related tasks. Assists in distributing and coordinating CAS newsletters, promotional materials, grant and ARG applications, and any other applications. Assists associate deans when needed. Works with the CAS budget manager in the organization of Adjunct files, contracts, and information. Manages the buildings that CAS operates in on campus, handling all requests and related processes. Works with the Provost Executive Assistant in sharing information and keeping all records up to date.

Faculty Advancement

: Manages the scheduling and communication of extensive and complex faculty processes, including annual, pre-tenure, tenure, promotion, post-tenure, and step increase reviews. Maintains knowledge of the Faculty Handbook and any updates that may occur, and answers faculty questions relating to their reviews and records. Conducts, monitors, and maintains Excel Spreadsheet tracking of faculty advancement data in coordination with the Provost Office. Attends all faculty advancement committee meetings and assists the Dean in recording committee notes, and manages all documents uploaded to the Faculty Advancement site. In all processes and interactions, maintains a high level of confidentiality.

CAS Staff Reports:

Supervises and manages hiring of CAS Program Coordinator and Administrative Assistant direct reports; providing information, guidance, and assistance to all CAS Administrative Assistants and Program Coordinators; offering training, support, and collaboration when needed, working together to help coordinate faculty search processes. Assists in communication with the Dean. Brings all CAS staff together occasionally for connection and team building.

Digital information:

Coordinates and updates the Faculty Advancement SharePoint site, website, CAS calendar, and any other digital areas with information for CAS faculty and staff. Manages CAS Social Media accounts, sharing updates, events, and information from CAS departments.

Office Management:

Manages digital and paper filing systems, (Including SharePoint & Excel) filing all documents routinely. Orders office supplies and manages scheduling for the CAS conference room calendar and conference room access. Coordinates mail delivery, and changes signage in the CAS Administrative office when needed. Helps with shared kitchen cleaning duties and supply ordering when necessary.

Event Planning:

Plans yearly CAS Workshop with the Dean and associate deans, handling all details including catering, technology, day-of schedule, space reservation, calendar invitations, and bookings. Facilitates planning for all other CAS events and staff appreciation luncheons and dinners. Attends all events to ensure details are going to plan and helps out when needed.

Requirements:

Bachelor's degree required. Bachelor's in a liberal arts discipline, a plus.

2 years experience in administrative or executive assistance; intermediate - advanced experience with data entry and office management.

Relevant work experience in an academic setting and familiarity with faculty advancement processes in higher ed, a plus.

Excellent written and verbal communication skills, proficiency with Excel, Outlook, Word and other Microsoft Office 365 products. Familiarity with Adobe/Adobe Sign.

Program coordination and supervisory skills, event planning, expense tracking, calendar management experience.

Additional Information:

Position will remain open until filled.

Salary: $55,145 Annually

This is a full time position with excellent benefits. SPU pays the employee premium for medical, dental, and vision insurance. SPU makes contributions to an employee HSA account and to a retirement account after one year of eligibility in the plan. Tuition discount program available for the employee and qualified immediate family members.

Application Instructions:

Please submit a cover letter and resume along with the online application.

All SPU employees are required to be fully vaccinated against COVID-19 and to submit documentary proof of vaccination unless an exception applies. For more information, see SPU's Vaccination Requirements FAQ's web page

Company info

Seattle Pacific University
Website : http://www.spu.edu