Office Manager/Administrative Assistant

Seattle Pacific University   Seattle, WA   Full-time     Administration / Clerical
Posted on September 22, 2022
Apply Now

Office Manager/Administrative Assistant

About Seattle Pacific University:

Founded in 1891, Seattle Pacific University has a long and distinguished history in Christian higher education. Located just minutes from downtown Seattle, SPU seeks to be a premier Christian University fully committed to engaging the culture and changing the world by graduating people of competence and character, becoming people of wisdom, and modeling grace-filled community. Seattle Pacific University seeks applicants committed to its Christian mission.

Diversity Statement

As part of our mission of cultural engagement, SPU is committed to building an excellent and diverse staff and faculty. Diversity is an ethos that is inseparable from our Christian faith. At SPU, we recognize diversity as a basic feature of God's creation and a core theme of the gospel. At the heart of our mission-centered commitment to becoming a more diverse community is a desire to represent the breadth of God's kingdom more fully.

We strive to become a workplace of choice and to recruit, develop, and retain faculty and staff who can embrace, value, and engage differences with humility and care. We invite you to join us on our journey by starting a career at SPU! Learn more about SPU's commitment to diversity and opportunities for our employees to deepen their capacity to serve our increasingly diverse student body.

Seattle Pacific University provides reasonable accommodation to applicants. If you need a reasonable accommodation for any portion of the application or hiring process please contact the Human Resources Department at (206)281-2809, or email hr@spu.edu. Notification must be given at least five (5) working days before the accommodation is needed.

Job Description:

Come work with a great team that is at the heart of the University's operations. The department is looking for a friendly, optimistic, and flexible personality who gains satisfaction from providing excellent service to others and is motivated by a sense of mission. The job description is fulfilled by using your skills to learn over time, through training. 

General Summary:  Provides project and operational support to the Assistant Vice President for Facility Management (AVPFM) and other office staff members including, but not limited to, the areas of:  utilities and budget tracking, payment processing and filing, processing and file maintenance of department personnel documents, timesheets and leave reports (staff, students, temporary hires) scheduling, contract preparation and management of contracted work, document writing/editing/proofing, booking professional travel, coordinating team meetings and department gatherings. 

AVFPM SUPPORT / OFFICE MANAGEMENT:  Provide administrative and project support to the AVPFM; manage calendar; prepare memos and letters; create spreadsheets; maintain vendor records; assist with team meetings; coordinate department gatherings; assist with professional travel arrangements; Assist the AVFPM with preparing and executing contracts and payments for several contracted maintenance and services vendors. Manage department office supplies and equipment (computers, printers, copier/scanner). Perform all duties as outlined in the Job Manual for the Office Manager/AA for Facility and Project Management.  

UTILITIES:  Manage, track, and prepare payments for university utility consumption. Manage master utility list (MML) tracking system; update as needed; Supervise and ensure accuracy of student office assistants' data entry work; ensure timely payment of invoices; check meter numbers and invoice calculations for accuracy; inform managers of rate increases or planned work by utility companies that require an outage; review invoices for unusual activity and signs of water leaks or other problems; update monthly electrical/gas/water consumption graphs and analyze spreadsheets for combined utility consumption and garbage services. Manage electronic filing system of utility and vendor payments and records. Prepare year-end cost estimate report. Ensure transfer of utility payment responsibility when rental house tenants move in/out. Respond to and resolve campus garbage/compost/recycle complaints and missed collections. 

STUDENT LABOR:  Hire, train and supervise 3-4 part time student office assistants per year that work the combined equivalent of 1 FTE. Maintain student labor and temporary staff budget tracking. Process bi-weekly timesheets for Facility & Project Management student employees. Maintain student and temporary staff files.  

STAFF LABOR: Prepare, maintain, track, and update department personnel files; correspondence; contact list; staff leave balances; job description library. Track and assist with staff performance evaluations and documentation. Prepare paperwork and assist with onboarding for newly hired employees. Monitor and track departmental attendance and requests for time off; provide daily attendance report to key managers (including the OM) every morning on the "Emergency Yellow Card." Process bi-weekly timesheets and monthly leave reports for managers reporting to AVPFM.  

CONTRACTS: Prepare and generate: 15-20 AIA construction, renovation, abatement, and architectural design contracts per year for department head review and signature using customized AIA templates. Requires the use of Word, AIA Software, Adobe Acrobat PDFs and an understanding of project management and University purchasing policy.  

BUDGET: Manage main department office budget. Track current expenses, make expense projections, and ensure correct expense coding. Obtain monthly general ledger printouts from the department Budget Manager as the basis for this work. Keep receipts and prepare monthly credit card statement reclassification of expenses for self and AVPFM. Maintain electronic filing system for staff members who are assigned university credit cards. 

LANDSCAPING / GROUNDS: Support the Director of Building and Grounds Services (DBGS) with managing Landscape and Tree work contracted labor. Tracks costs and hours for the contracted grounds maintenance, ensuring any deserved quarterly credits while staying within budget. Assist in managing annual expenses. Provides reconciliation to the AVPFM and DBGM as needed. Assists with annual contract renewals and bid process every 3-5 years (review & refresh contract documents, request for proposal letter, collect and compare bid packets received from contractors.). 

All Facilities employees are designated as "essential staff" and are subject to working during times that the university closes due to inclement weather or an emergency. 

Requirements:

  • Bachelor's degree or commensurate experience.
  • 3 years of office management, clerical, administration, or similar work. 
  • Proficient and comfortable with Microsoft Office applications including Outlook, Teams, Word, Excel, and OneNote. 
  • Must have a self-directed personality with strong inter-personal and communication skills, willing to be flexible, and accept challenges.
  • Numerical aptitude, strong attention to detail, analytical skills, and critical thinking skills are essential.
  • Must have outstanding writing, editing, and proof-reading skills.
  • All Employees in the Facilities department are considered "essential personnel," which requires them to report for duty during inclement weather and/or other emergencies that may result in University impairment, closure, or delayed start.
  • Must have a strong personal commitment to the University's Christian mission. 

Preferred Qualifications

  • Washington state driver's license with good driving record. Occasionally drive university vehicle to run errands around and off-campus.
  • Experience creating or maintaining Wiki resource page for department training materials and procedure documentation. 
  • Experience with Microsoft Project, SharePoint.  

Additional Information:

Position will remain open until filled.

Salary:  DOE

This is a full time position with excellent benefits. SPU pays the employee premium for medical, dental, and vision insurance. SPU makes contributions to an employee HSA account and to a retirement account after one year of eligibility in the plan. Tuition discount program available for the employee and qualified immediate family members.

Application Instructions:

Please submit a cover letter and resume along with the online application.

Please note:  All SPU employees are required to be fully vaccinated against COVID-19 and to submit documentary proof of vaccination unless an exception applies.  For more information, see SPU's Vaccination Requirements FAQs webpage.