Seattle University — Executive Coordinator

Executive Coordinator

FLSA Status: Nonexempt

Months Per Year:

Hours Per Week:

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.

Position Description

Information Technology Services is seeking an Executive Coordinator, a position that requires interaction with a broad range of professionals. The ideal candidate must be an enthusiastic, flexible, well-organized, and innovative team player with strong interpersonal, communication, and office technology skills. The ideal candidate must have the ability to operate a fast-paced, ever-changing environment with excellent follow-through skills.

This position provides executive support to the Vice President for Information Technology/CIO, Associate CIO, and others in the division. This includes directing general office workflow, monitoring and organizing high volumes of communications, managing business schedules and handling inquiries, while simultaneously using prioritization and time management skills to balance the execution of complex assignments. The Executive Coordinator fields requests and questions from the external community as well as members of the University community and leadership. IT Services is a hybrid workplace. This position will work remotely on an occasional-to-regular basis depending on assigned work and the ideal candidate will be experienced in supporting hybrid offices.

Seattle University, founded in 1891, is a premier private university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,000 students are enrolled in undergraduate and graduate programs within its eight schools and colleges. Awards and high rankings for academic rigor, sustainability, community service and social justice are among Seattle University's touchstones of excellence. Currently Seattle University is ranked as a top university by the Wall Street Journal and US News and World Report and has received multiple awards for sustainability and community service.

Essential Job Functions and Responsibilities

•	Proactively manage the calendar of the CIO and ITS leadership, including the scheduling and logistics of internal and external meetings, and anticipate logistical needs.
•	Serve as a point of contact for internal and external clients, including screening phone calls and ensuring messages are communicated to the CIO and others.
•	Prepare agendas, notes, presentations, expense reports, and other documents. Organize and manage electronic and physical storage of relevant documents and materials.
•	Maintain a high degree of professionalism and confidentiality when handling sensitive University, IT, and personnel matters.
•	Build relationships with students, faculty, staff, and executives within the University.
•	Proactively improve office and team processes and accompanying technologies.
•	Manage the onboarding and offboarding of IT Services staff and contractors and work with supervisors to ensure that all new staff have positive orientation experiences. Assist with recruitment and hiring, including screening applicants and scheduling interviews.
•	Set IT Services communication standards for style, usage, and branding in alignment with SeattleU Marketing & Communications.
•	Own IT Services website (approve new content, ensure keeping content up to date, and archive content).
•	Coordinate, review, and send announcements to campus for IT Services. Including planned system maintenance, unplanned outages, campus wide campaigns to promote safer computer usage, and other topics as needed.
•	Provide general administrative support for the ITS organization, including coordination of group events and celebrations, supply purchasing, and assignment of desks.
•	Manage the office environment including ensuring the appropriate supplies are available, office procedures are documented, etc.

Marginal Job Functions

•	Perform other duties and special projects as assigned.


Minimum Qualifications

•	A demonstrated commitment to diversity, inclusion and equity, and the ability to live out the university's mission, vision, and values.
•	A combination of education and experience sufficient to successfully perform the essential duties of the position such as those listed above.
•	Excellent time management skills including the ability to complete multiple tasks concurrently in a timely manner with competing priorities and multiple deadlines.
•	A demonstrated ability to practice a high level of confidentiality.
•	A self-starter eager to exceed objectives and take on more responsibility as needed.
•	Excellent interpersonal, verbal and written communication skills sufficient to perform at the executive level.
•	A high level of attention to detail, organization, and ability to multi-task in a deadline-driven environment.
•	Excellent skills with Microsoft Office software, including Word, Excel, PowerPoint and Outlook. General proficiency with other Microsoft Office 365 applications, including OneDrive, Teams, SharePoint, OneNote, etc.
•	All positions at Seattle University require a criminal history background check.

Preferred Qualifications

•	Experience in higher education or similar industry or organization.
•	Experience with process improvement methods and tools.
•	Proficiency with a second language.

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 5% employer contribution for retirement benefits. You may also take advantage of 100% paid tuition 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 Holiday break closure in December, vacation and paid sick leave, and paid community service leave.For more information explore the Benefits website at:

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

To Apply