Job Details

Budget & Operations Administrative Assistant

Position Number: 6328185
Location: Seattle, WA
Position Type: Secretary and Administrative Assistants

Budget & Operations Administrative Assistant

Seattle University

Budget & Operations Administrative Assistant

FLSA Status: Nonexempt

Market Reference Range (MRR): 4

Months Per Year: 12

Employment Status: Part-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 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

This part-time, twenty-hour-per-week position provides payment processing, record-keeping, and operations support to the College of Nursing's Budget & Operations Director.

Accounting (60%)

Process travel advances and expense reimbursements via Chrome River for CON faculty, staff and students.
Process quarterly clinical mileage reimbursements via Chrome River for faculty working at clinical sites.
Process payments and reimbursements for Professorship accounts, Startup Funds, Seed Grants, and Senior Pinning Ceremony accounts.
Identify discrepancies in all reimbursement requests and provide accurate supporting documents.
Review for compliance and track expenses in-house for accurate accounting and reconciliation purposes.

Procurement (20%)

Submit requisitions for purchases, approve invoices for payment, and track items as needed until received.
Respond to requests from Payables as questions arise.
Add vendors to the system and update regularly as needed.
Process guest lecture, standardized patient, and other independent contractor payments.
Identify discrepancies in back-up documentation.

Contracting (10%)

Generate Faculty Stipends in DocuSign and follow through to completion with HR-Academic Operations.

Request Courtesy Affiliate Faculty contracts for DNP preceptors using Excel and DocuSign, required for program accreditation.

Operations (10%)

Serve as Computer Refresh Program Coordinator for Nursing by tracking device turn-over and assignments and keeping up inventory of monitors, peripherals, and storage.
Create, edit and upload in-house forms using Adobe as required as university systems/platforms change.
Assist Budget Director for management for Adjunct Teaching Contracts using Excel and DocuSign.
Back-up to the Dean's Office Assistant for Facilities Work Orders as needed for building operations, repairs and maintenance.
Other duties as needed to support business processes and operations.

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 use available systems to solve problems, obtain missing documents, and reconcile accounts.
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 experience as administrative and accounting support, or an associate degree with three or more years of administrative and accounting experience.
Experience with facilities processes and project management.
Experience working in a higher education office setting.

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: $24,000

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.

To apply, please visit: https://seattleu.csod.com/ats/careersite/JobDetails.aspx?id=2871&site=2