Job Details

Administrative Coordinator for Orientation Programs

Position Number: 6774946
Location: Seattle, WA
Position Type: Student Affairs and Services

Administrative Coordinator for Orientation Programs

Seattle University

Administrative Coordinator for Orientation Programs

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

Orientation Programs supports new first-year and transfer undergraduate students, and their families and supporters, in their transition to college life and the Redhawk community at Seattle University. We serve approximately 1500-2000 new students throughout each academic year across the First Hill and South Lake Union campuses. Orientation at Seattle University is a hybrid experience for incoming students that includes online tasks and modules, virtual appointments and events, and in-person events on campus. Additionally, we plan and implement various transition, anti-melt, and retention initiatives aligned with student and campus-wide needs. Orientation Programs is part of the Division of Student Success.

The Administrative Coordinator for Orientation Programs is a key leadership role, responsible for overseeing departmental communications, customer service processes, event logistics and operations, student employee hiring and timesheets, and budget reconciliation. This work is done in collaboration with the Orientation Programs team, including the Director, Graduate Coordinator, student leader staff, and multiple campus partners. This team member is a critical resource for incoming students and their families, often serving as the first connection some make with our campus community. The Administrative Coordinator also manages a physical office suite that is shared with two additional offices (First-Gen Student Support; Parent & Family Engagement). The Administrative Coordinator is directly supervised by the Director of Orientation Programs. This team member works in-person Monday-Friday from 8:30am-4:30pm.

The major responsibilities of this position include the following domains:

Communication and Customer Experience.

Enable a welcoming and inclusive office suite and reception area for internal and external visitors.
Navigate communication and engagement with a diverse and broad range of audiences and identities.
Serve as primary contact and manager of Orientation Programs email, phone, and in-person inquiries with internal and external audiences.
Design/implement strategic communications plan for incoming students and families via the Slate CRM, including creation of email and text messages, graphic content, and call campaigns.
Assist in developing and implementing departmental marketing, social media, and presentation content.
Manage content layout and updates for Orientation Programs website and app.
Explore creative and innovative approaches to continue enhancing communications, reception, and customer service.
Model ethic of care through all communications and interactions to maintain a positive impact and alignment with university mission, vision, and values.

Team Leadership and Program Management

Assist with visioning and outcome development for in-person and virtual events of varying scope.
Design, build, and manage ongoing backend operations of Orientation Portal in Success CRM.
Update and create New Student Orientation online learning modules for each term.
Coordinate logistics for in-person and virtual events of varying scope, including event registration and check-in, space reservations, technology setup, catering orders, printed and digital materials, event supplies, communications, marketing, presenters/facilitators, calendar scheduling, participant check-in, purchasing, on-site support and troubleshooting.
Lead departmental projects and tasks, providing regular updates and outcomes to Orientation team.
Build, implement, and summarize the results of assessment and evaluation tools, creating executive summaries and data reports as needed.
Serve on committees as delegated by Director of Orientation Programs.

Budget Reconciliation:

Complete and reconcile departmental expenses through requisitions, purchase orders, credit cards, invoices, and journal entries.
Develop budget expense proposals for departmental events and initiatives, as needed.
Serve as primary point of contact for Controller's Office, Accounts Payable, Procurement, and Student Employment.
Facilitate contract review process and manage vendor payment process.

Administrative Support:

Manage office cleanliness and organization, supply purchasing and stock, access and keys, storage space, furniture, and technology for suite space.
Manage space reservations and calendar scheduling for meetings, events, and departmental initiatives.
Coordinate completion of hiring paperwork and timesheet completion for 40+ student employees.
Facilitate collection of mail and packages for Orientation Programs.
Maintain, document, and update departmental accounts across various technology sites, apps, software, and social media platforms.
Maintain current knowledge of university policies and procedures on a campus-wide and departmental level.
Develop and maintain strong collaborative relationships with key university departments that support smooth operations.

Qualifications

High school diploma or GED; at least 3 years' experience related to the duties and responsibilities specified.
Event management leadership.
Word processing and/or data entry skills.
Ability to create, compose, and edit written materials.
Knowledge of office management/customer service principles and procedures.
General knowledge of finance, accounting, budgeting, and cost control procedures.
Records and database management skills; tracking responses and generating reports.
Experience managing ordering and inventory of supplies, equipment, and/or services.
Ability to train assigned staff including organizing, prioritizing, and scheduling work assignments.
Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.

Preferred Qualifications

Associate or bachelor's degree from an accredited institution. College degrees may be substituted for years of experience.
Experience with website content management.
Prior experience with Slate or other CRM platforms.
Skills for basic copy writing and strategic communications.

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: $50,000.00 -$52,000.00 annually.

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.

To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/3009?c=seattleu