Senior Administrative Assistant

Senior Administrative Assistant

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37\.5

Employment Status: Full\-Time

Work Model: On\-site

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

Under the direction of the Director of Disabilities Services, this position is responsible for providing a wide range of administrative assignments while coordinating and facilitating a smooth and welcoming experience for students. The Senior Administrative Assistant serves as the first point of contact for the office and assists students as they navigate the University system. The position also manages budget activity, provides administrative support, and is responsible for scheduling and ensuring office processes and services run efficiently.

Key Responsibilities:

Administrative Support (70%)

Customer Service:

• Oversee opening and closing operations for the Disability Services lobby and administrative front desk.

Serve as the primary point of contact at the reception including interactions with students, staff, faculty, and parents both in person and on the phone.

• Manage reception and welcoming students.
• Manage virtual lobby ensuring coverage and timely response.
• Explain services to students. Assess student needs, assist and refer appropriately.
• Regular and predictable attendance and punctuality.

Operations:

• Provide administrative support for DS Director
• Maintain calendar and schedule meetings for administrative team
• Manage requests and distribution of Accommodation/FTE letters
• Manage scheduling and hiring paperwork for ASL Interpreters and captioners
• Maintain Student Files and Database
• Maintain procedural documents
• Manage Slate/myDS scheduling integrations
• Perform the essential duties and responsibilities as well as other duties assigned by the DS Director under minimal supervision.

Communication:

• Monitor and respond to Disability Services email and voicemail messages to main inboxes, routing messages to staff as appropriate.
• Communicate regularly with DS Director and actively participate in team meetings for effective problem solving and communication.
• Manage postal mail and faxes
• Update office informational brochures
• Assist in managing facilities requests and room relocations
• Update office informational brochures
• Assist in delivering strategic communication to students.
• Updating and maintenance of DS website, Redhawk HUB page, and Instagram page.

Supervision:

• Recruit and manage hiring paperwork for all student staff
• Train and supervise student workers.
• Create student worker schedules that support operational needs while respecting students’ course schedules.
• Review and approve student worker timesheets.

Budget and Purchasing for Disabilities Services (25%)

• Ordering and management of office supplies.
• Process billing for interpreters and captioners
• Arrange and process travel/professional development
• Manages budget activity
• Update Procard charges
• Write purchase orders
• Manage office purchases
• Maintain office memberships (WAPED, AHEAD, Bookshare, AccessText)
• Manage institutional licensing for accessibility software (Genio, AIM, Dragon, SensusAccess)

Support implementation of accommodations \- Accommodated Testing (5%)

Qualifications

• Two or more years administrative office support experience or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Ability to multitask and maintain composure during stressful situations. Must be able to prioritize activities and accomplish multiple tasks in a fast\-paced work environment.
• Able to work independently and as a team with excellent problem\-solving and communication skills.
• Ability to effectively communicate with DS staff around operational work flows to identify if help is needed.
• Ability to promote positive relationships with students, staff, and faculty while maintaining confidentiality.
• Commitment to diversity and the university’s mission, vision, and values.
• Computer skills with ability to utilize and navigate between multiple systems including but not limited to Microsoft 365\.
• Experience with word\-processing, data entry, report generation, spreadsheets, and website maintenance skills as well as keen attention to accuracy and detail.
• Exhibit consistent, reliable attendance in support of office operations.

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: $50,000 \- $52,000

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/

All employment offers are contingent upon the successful completion of a background check.