Seattle University has an exciting, dynamic opportunity for an Operations Coordinator to join our community. The Operations Coordinator will oversee the financial and executive administration for the Assistant Vice President and the Office of Alumni Engagement. The Operations Coordinator will also work with the Alumni Board of Governors, University Advancement and campus partners in managing all operations to serve office/facilities oversight, alumni and student engagement, and other internal services.
Reporting to the Assistant Vice President (AVP), this position requires an experienced office manager who can provide the day to day operations relative to the department’s executive administration, planning and financial processes. This position collaborates effectively with team members of Alumni Engagement along with campus wide partners to manage budget and operations processes, services and programs.
PRIMARY JOB FUNCTIONS:
Executive Administration 25%
- Manage AVP calendar and Alumni Board of Governors Rhythm of the University.
- Onboard of all new staff for the department and the Alumni Board of Governors including work with campus partners.
- Manage assignment, and moving of offices and work stations (includes any future reconfigurations).
- Manage all building and infrastructure inquiries including relationship with Facilities.
- Manage all student employee onboarding, training, and pay roll, includes managing two student workers directly.
- Supports AVP with management of planning efforts for the office through the tracking of operations and staffing plans, business planning timelines, benefits and services maintenance
- Collect and maintain annual benchmarking and engagement with peer institutions.
- Effectively prepares presentations, along with data analysis.
- Apply skills to develop program activities, goals and objectives, creating evaluation tools, and evaluating the effectiveness of the program. Ex: alumni auditing process, benefits program.
- Develops and manages efficient operations and policies for the office, including budget.
- Ensures and enhances an efficient workflow for all processes, materials and data from program inception to delivery. Recommend and make revisions that meet the needs of all program offerings.
Budget Management 40%
- Oversees all financial operations including annual budget preparation, quarterly budget reviews, program budget reviews, ongoing budget management, as well as administrative operations for the department.
- Prepares and maintains databases and records for continual tracking of budget, expenses, revenue and sponsorships. Provides monthly budget reporting and forecast to AVP and Associate/Assistant Directors.
- Manage expense management and invoice process for AVP, Office of Alumni Engagement and Alumni Board of Governors.
- Partner effectively, and act as main interface with, the University Finance and Controller’s offices, overseeing all invoicing, budget tracking and revenue generation support.
Operations Management 35%
MARGINAL JOB FUNCTIONS:
- Responsible for all alumni benefits and services implementation in collaboration with on campus and external vendors.
- Partner with marketing team to build necessary communications needs for benefits and services.
- Responsible for the alumni user experience and channeling feedback, questions, and concerns to team, vendors and campus partners.
- Manage program policies, instructional questions and logistics.
- Collaborates with alumni to provide high-quality professional experiences for alumni to strengthen their experience with the alumni office and university.
- Support alumni relations office with day to day operations and one off projects. Provide event support as needed.
- Perform other duties as assigned by the Assistant Vice President.
- These duties might include but are not limited to: representing alumni department on selected University committees; supervising support staff such as temporary employees; monitoring equipment and service contracts.
- Must be able to work some nights or weekends.
- Bachelor’s degree and two years’ experience in executive administration or office management, including office and budgetary management or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
- Experience working with volunteer leaders or boards.
- Strong oral and written communication skills as well as the interpersonal skills necessary for professional and harmonious interaction in a team and cross collaborative atmosphere.
- Skill in management and oversight of multiple budgets, including preparation of spreadsheets, records, and reports.
- Ability to maintain strict confidentiality.
- Excellent time management and organization skills to manage multiple tasks concurrently and meet established deadlines.
- All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.
- Five years’ experience with budget and operations management in higher education, non – profit or start up environment.
- Five years’ experience as a successful office manager in non – profit or start up environment.
- At least five years’ experience staffing executive boards in either non-profit or corporate sectors.
- Experience with event/program planning and staffing.
- Skill in providing leadership, motivating staff and promoting and fostering a supportive environment.
- Experience with Raiser’s Edge database preferred.
- Management experience a plus.
Seattle University, founded in 1891, is a Jesuit Catholic university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,400 students are enrolled in undergraduate and graduate programs within nine schools and colleges. U.S. News and World Report's "Best Colleges 2017" ranks Seattle University 8th in the West among universities that offer a full range of masters and undergraduate programs. Seattle University is an equal opportunity employer.
In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals whose differing backgrounds, beliefs, ideas and life experiences will further enrich the diversity of its educational community.
Applicants are also strongly encouraged to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870.