Administrative Coordinator, Sundborg Center for Community Engagement

Employer
Seattle University
Location
Seattle, WA

View more

Employment Type
Full Time
Institution Type
Four-Year Institution

Administrative Coordinator, Sundborg Center for Community Engagement

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

SeattleUniversity will be one of the most innovative and progressive Jesuit and Catholicuniversities in the world, educating with excellence at the undergraduate,graduate, and professional levels. We embrace an intersectional framework fordefining diversity in its broadest sense, including differences in gender,gender identity, race, ethnicity, generational history, culture, socioeconomicclass, religion, sexual orientation, national origin, citizenship status,political perspectives, geographic origin and physical ability. SeattleUniversity strives to be a welcome, open and safe campus climate for all wholearn, live and work at Seattle University.

Benefits at a GlanceConsistent 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, and plan for your future with an 8% 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: https://www.seattleu.edu/hr/benefits/

Position Description

Overview: TheAdministrative Coordinator oversees the day-to-day administrative and supportfunctions for the Sundborg Center for Community Engagement (Center). Thisposition reports to the Director ofFinance, Operations, and Staffing and is a member of a dynamic three-personFinance, Operations, and Staffing Team.

A person who is a good fit for this rolewill be able to manage a large volume of disparate and simultaneous projectsand tasks. They will find joy in connecting with others, greeting and helpingvisitors and guests, creating a sense of hospitality in a space, and problemsolving with colleagues. They will be detail-oriented and able to self-initiateprojects, seeing where there are administrative needs in the office andproactively addressing them. They will have a mind for administrative systemsthat standardize, organize, and promote efficiencies. They will be able to bein person in the office five days a week.

This position will work very closely withthe Director of Finance, Operations, and Staffing on learning, implementing,and improving all administrative systems. They will meet weekly with theDirector of Finance, Operations, and Staffing to touch base, resolve issues,strategize, and plan.

This position will work very closely withthe Finance Manager on administrative systems that impact finances. They willwork daily to weekly with the Finance Manager on projects related to finances.They will meet bi-weekly with the Finance Manager as part of regular teammeetings.

This position will work very closely withthe Executive Director to provide executive assistance and meeting support.

This position will work very closely withnew hires and limited term staff to get them oriented, administratively set-up,and off-boarded.

This position will work closely with allstaff members to address administrative needs and office-wide systems.

About the Sundborg Center:
Founded in 2004,the Sundborg Center for Community Engagement connects the campus and communityto empower leaders for a just and humane world.  The Center serves as the mainconnection point for Seattle University students, faculty and staff, community-basedorganizations, government institutions and others who want to formcampus-community partnerships. The Center encourages all forms of communityengagement including direct service, philanthropy, activism, policymaking,social entrepreneurship, and community-based research.

The Sundborg Center’s 2030strategic plan calls for turning academic thought into action to leverageSeattle University’s faculty, staff, and students to partner with our widercommunity to build equitable systems that support central Seattle’s youth from cradleto career. Through the plan the Center is pursuing a multi-dimensional strategicapproach that focuses on program development, building capacity, and addressingsystemic conditions.

Inspired by Seattle University's JesuitCatholic ethos the Center strives to live and lead as an anti-racistorganization. We commit to anti-racist practices to honor the full humanity ofall community members and collaborate across cultures andgenerations. Learn more about the Sundborg Center for CommunityEngagement here (https://www.seattleu.edu/cce/).

Essential Job Functions:
This position collaborates effectively with the Finance,Operations, and Staffing Team, members of CCE staff, community partners, andwith campus wide partners to manage administrative processes, services andprograms. They also will staff the front desk during business hours, five daysa week. Key responsibilities include:

ExecutiveAdministration and Office-wide Administrative Systems –40%
Provide calendaring, administrative, and meeting support for Executive Director and CCE-wide events.
With the Director of Finance, Operations, and Staffing, help manage CCE internal communications, including maintaining CCE Staff Teams site.
With the Communications and Marketing Manager, develop and help maintain systems for collecting office-wide information related to communications.
With the Data and Evaluation Analyst, develop and help maintain systems for collecting and sharing office-wide data.
With the Associate Director for Campus Engagement and other hiring managers, develop and help maintain systems for collecting student employment hiring information, submitting hiring paperwork, ensuring completion of criminal checks when needed, and terminating student positions at the end of each fiscal year.
Create and manage the systems to regularly interface with SU facilities, Information Technology and other departments regarding office maintenance, storage, technology needs, printing, and general office upkeep.
Provide logistical support for CCE & SUYI events, including room reservations, catering, transportation, etc.
Onboard staff, student workers, and volunteers on CCE policies and ensure compliance.
Act as point person on issues of record keeping/data security, emergency procedures, and HR guidelines.
Provide immediate support to urgent issues that arise involving processes, workflow and systems.
Ensure and enhance efficient workflow for all administrative processes.
Create, maintain, and update the CCE policies and procedures manual.
Perform general administrative support duties: word process letters, forms, memoranda and reports from abbreviated notes; photocopy materials; maintain filing system; sort and distribute mail.

Office Management andCenter Representation – 40%
Be the face of the Center for guests, visitors, and those seeking more information. This involves being familiar with Center programs, events, and opportunities and knowing how to direct inquiries. This also includes staffing the front desk during business hours (Monday-Friday, 9:30am-4pm).
Hire and supervise a team of up to 5 SU student office assistants/student ambassadors who greet visitors; answer telephones; provide and receive information of both a routine and confidential nature and work on specific Center related projects.
Develop a program for student office assistants/student ambassadors. This includes annual hiring and training of students, scheduling students to staff the front desk, leadership and professional development for the students, and creating a cohort model for continually training and integrating new students into the team.
Oversee curation and maintenance of physical and virtual common spaces, including physical signage, information-sharing, digital resources, and office supplies.
Oversee the use of the Center’s physical space to set a welcoming, joyful, and organized tone and environment for staff, partners, and the public.
Work with SU facilities, Information Technology and other departments regarding office maintenance, storage, technology needs, printing, and general office upkeep.

Finance –10%
With the Finance Manager, help maintain collection, coding, and organizing of receipts, scan and save reports to backup documentation, collect signatures and send reports to Controllers Office, and enter transactions to the Master Tracking Document.
With the Finance Manager, act as a shopper and requisitioner for Center staff through ProcureSU – request supplies, reimbursements, honorariums, and non-catalog invoices, including translating submissions to the financial hub (Qualtrics) to purchases and forms.

Supervision andPersonnel Support – 10%
With Director of Finance, Operations, and Staffing, craft and implement a student employee and Center professional staff hiring system.
Offer support in conducting searches to fill open Center professional staff positions.
Develop and manage the administrative onboarding and off-boarding for all Center professional staff.
Hire and manage office-based student employees (student office assistants/student ambassadors) who assist with general office maintenance, data entry, and front desk duties. Hold monthly team meetings to communicate tasks and assure development of professional skills.

Minimum Qualifications:
High school degree plus two or more years of progressively responsible administrative experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Excellent communication skills.
Enjoys working with and collaborating with people.
Enjoys problem solving and addressing time-sensitive issues.
High proficiency and comfort with MS Office products.
Ability to coordinate office-based and online projects with limited supervision
Strong sense of ownership of work.
Strong ability to work independently while also enjoying a high level of interaction with staff, faculty, students, and external partners.
Strong time management skills and high attention to detail. Strong organization skills and systems management. Deadline driven and consistent.
Knowledge of supplies, equipment, and/or services ordering and inventory control.
Records and database management skills; tracking responses and generating reports.
Possess a passion to promote service and justice.
Demonstrated ability to develop collaborative and respectful relationships with community stakeholders, including but not limited to families of color, immigrant and refugee families, and other historically marginalized communities.
Knowledge and understanding of the issues surrounding equity, diversity, inclusion, implicit bias, institutional racism, and other systemic oppressions.
All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.

Preferred Qualifications:
Bachelor’s degree preferred. Prior experience working on a college campus. Familiarity with academic service-learning, student leadership, community service and others forms of community engagement.
Experience administering/coordinating a program including responsibility for implementing complex and detailed activities leading to positive outcomes.
Experience with community-based organizations, universities, and/or government agencies.
Ability to analyze and interpret financial data and prepare financial reports, statements
and/or projections.
Knowledge of finance, accounting, budgeting, and cost control procedures.

Application Instructions

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

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