Job Details

Administrative Assistant for Calendar Unification

Position Number: 6556982
Location: Seattle, WA
Position Type: Secretary and Administrative Assistants

Administrative Assistant for Calendar Unification

Seattle University

Administrative Assistant for Calendar Unification

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 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

Job Purpose :
Are you detail-oriented, flexible, and energized by helping big projects run smoothly? Join the team leading Seattle University's historic Calendar Unification initiative. In this role, you'll provide administrative support that directly helps schools and colleges migrate their curriculum from quarters to semesters, while also contributing to the broader work of the Calendar Unification Steering Team. This is a unique opportunity to be part of a university-wide transformation while honing your organizational skills and gaining experience in large-scale academic projects.

Seattle University is embarking on a historic initiative to unify its academic calendar by moving from quarters to semesters by the 2027-2028 Academic Year. Reporting to the Semester Conversion Program Manager, this role will serve in the Office of the Provost to support the conversion process. Please note that this position is a limited term appointment and, while currently scheduled to end on October 1, 2026, may conclude earlier if the needs of the university require.

Essential Job Duties:

Curriculum migration support: You will be matched with 2-3 schools/colleges to provide scheduling and calendaring support for meetings, workshops, and events.
Partner with college coordinators and administrative staff to ensure operational needs are met during the transition.
Coordinate logistics for workshops and forums, including room reservations, catering orders, materials preparation, and technology support.
Assist faculty and academic departments with meeting scheduling and related administrative tasks connected to curriculum migration.
Support procurement processes, including support of stipend processing, submitting purchase requests and tracking orders.
Monitor and triage requests from faculty and staff, escalating to the steering team as needed.
Maintain shared project folders and resources, including documents, spreadsheets, and meeting notes.
Provide flexible administrative support for the Calendar Unification Steering Team as project needs evolve.

Marginal Job Duties:

Perform other related job duties as requested.

Qualifications

High school diploma and sufficient experience to perform job duties.
Competency in O365 Microsoft tools (Word, PowerPoint, Excel, Outlook).
Strong organizational skills with the ability to manage multiple tasks and deadlines.
Clear written and verbal communication skills.
Flexibility and willingness to take on varied tasks across multiple offices.
Proactive and reliable, with strong attention to detail.

Preferred Qualifications:
None of the below are required so please apply if you meet the above criteria.

Bachelor's Degree in a demonstrably related field.
Experience working in higher education or similar field.

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: $45,000 - $50,000

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/ux/ats/careersite/8/home/requisition/2951?c=seattleu