The Executive Assistant coordinates the daily operations for the Office of Student Affairs and Office of Marketing and Communications. The position reports to the Dean of Students and Vice President of Marketing and Communications. The Executive Assistant is responsible for creating an engaging office environment and positive interactions with all visitors, staff and faculty. The Executive Assistant works within University policies and procedures to oversee the day to day workflow of both offices. In addition, the Executive Assistant works actively to ensure that the needs of the Dean of Student Affairs and the Vice President of Marketing and Communications are met, including assisting in preparation for the Board of Trustees and other governance meetings.

Ranked by Niche as the second (#2) most diverse private college in Washington State in 2020, Saint Martin’s is extremely proud of our student diversity. Our university treasures persons of all abilities, ages, ethnicities, genders, nationalities, orientations, races, and religions. In particular, we know that students educated in an ethnically diverse settings perform better academically and reap greater professional success than their peers from more homogeneous learning environments. We proudly celebrate that our student population is 51% undergraduate and 32% graduate students of color. We are committed to pursuing an employee community which reflects a similar, if not the same percentage.
Therefore, we intentionally encourage and request that members of historically underrepresented groups apply to join this community. All of us, from all backgrounds, are making a commitment to do and be better for our students, faculty and staff.
Established in 1895, Saint Martin’s University serves as the educational mission of Saint Martin’s Abbey. The Abbey is a Catholic Benedictine monastery, whose members pray, work, and live together on the University campus. As the mission is Catholic and Benedictine, one of our values is a spirit of hospitality welcoming all, regardless of an individual’s faith, religion, or spirituality.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES
Essential Functions & Responsibilities - Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This list is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and duties performed by incumbents of this position. Employees are required to be in attendance and prepared to begin work at their assigned work location on the specified days and hours. Factors such as regular attendance at the job are not routinely listed in job descriptions, but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following.

Dual Office Responsibilities:

• Perform office activities, such as welcoming visitors, filing, processing outgoing and incoming mail, routing and screening all incoming calls, and distributing messages to appropriate staff members.
• Coordinate and manage Dean of Students and Vice President of Marketing and Communications calendars and schedule all meetings.
• Monitor departmental budgets and spending to ensure compliance. Assist staff/directors on how to read the budget reports. Process credit card reconciliations, purchase orders and expense reimbursements.
• Coordinate all efforts with staff, faculty, students, and vendors for meetings, events, and travel.
• Support searches for staff by scheduling and making the arrangements for phone, Zoom, or on-campus interviews, coordinating candidate travel arrangements, and supporting search committees as needed.
• Coordinate and order name badges, office supplies, office keys, business cards, and credit card setup for new hires.
• Oversee and communicate time off requests and balances for employees.
• Draft and compose correspondence and reports for signature.
• Edit and format final Board of Trustees committee report quarterly
• Provide occasional support to other offices as needed.

Student Affairs Responsibilities:

• Serve as a resource to the Saints Care Team; serve as case manager to students in need of emergency funding.
• Oversee student emergency funding account, assess level of need and resources required, while maintaining confidentiality and safeguarding student records.
• Provide support and assistance to students seeking voluntary medical withdrawals.
• Facilitate Federal Bureau of Investigation (FBI) conduct checks on former students.
• Oversee Family Guide with collaboration of multiple university offices.
• Coordinate events for Dean of Students to engage with students (coffee with the Dean, etc). Assist in oversight of Family Weekend including design and implementation, summer first year Family Orientation, employee retreats and events as needed.
• Attend and take minutes for the Student Affairs Committee, Saints Care Team, Board of Trustees Student Affairs Committees. Ensure that conference rooms, meeting rooms and reception areas are ready for meetings.
• Perform other functions as assigned.

COMPETENCIES

• Excellent interpersonal and communication skills to effectively handle a broad range of interpersonal contacts, including those at a high level and those sensitive and/or confidential in nature.
• Ability to assist students in distress/crisis, demonstrate empathy and connect to resources.
• Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures.
• Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• Strong attention to detail; including knowledge of business mathematics beyond basic arithmetic to perform standard business math, such as calculating ratios and percentages, tracking budgetary data, and making simple projections.
• Proficient in the use of personal computers including word processing, spreadsheet and database software.
• Independently handle multiple work unit priorities and projects.
• Establish and maintain effective and cooperative working relationships within a diverse, academic environment and with families of students.

REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

• Bachelor’s Degree preferred
• Minimum 3 years general office support experience
• General background and knowledge in accounting procedures, bookkeeping and budget experience.
• Experience in office management.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Adobe suite.
• Successfully pass a criminal background check.

Preferred Qualifications

• Experience in higher education.
• Experience providing administrative support to senior level management.
• Experience managing cloud-based databases and multiple budgets.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT
Work is performed in a standard office environment. Physical demands include:

• Moves objects (less than 20 pounds) long distances (more than 20 feet).
• Ability to be mobile campus wide for appropriate business needs.
• Operates a variety of standard office equipment requiring continuous or repetitive arm-hand movements.
• Reading, writing, speaking, hearing, standing, bending, sitting.
• Learning and comprehending.
• Requires visual concentration on detail.
• Manual dexterity and precision required for keyboarding
• Must be able to sit for long periods at a time at a computer
• May occasionally be required to deal with distraught people.
• Must be able to concentrate on details and process complex information while experiencing frequent interruptions.
• Must be able to communicate effectively with people at all levels under stressful conditions.

Job Type: Full-time

Pay: Up to $44,500.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person

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