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Executive Assistant and Building Operations Manager
Seattle Pacific University
Location: Seattle, Washington
Type: Full Time
Required Education: 4 Year Degree
Salary: Range Approx $55,000 DOE
Higher Ed Administrative Careers - Clerical/Administrative Support
Internal Number: 150707
General Summary: The Executive Assistant and Building Operations Manager of SBGE is directly responsible to the dean and assists the dean in carrying out a variety of functions. This person is responsible for overseeing projects and maintenance of the SBGE buildings by SPU's CIS and Facilities Departments. In addition, this position has primary responsibility for managing and coordinating SBGE internal and external events and conferences. The position also facilitates interactions with various on and off-campus constituencies including faculty, staff, other SPU departments, donors, alumni, and the Executive Advisory Board, and provides management of student employees within the School.
Dean/Department. Manage calendar, facilitate meeting communications, maintain contact information, report writing and data collection; draft and edit correspondence, track recurring tasks, coordinate travel, prepare monthly purchasing card report for the dean and department. Maintain memberships and subscriptions; prepare agendas for all SBGE meetings; scribe at certain meetings. Inventory and order supplies. Coordinate logistics and hospitality for guests. Compile, track and maintain certain reports and evaluations around faculty and staff. Coordinate with Dean and Hiring Committees around faculty recruitment and ongoing faculty management with the Dean. Coordinate and support production of Shareholders newsletter (3x yearly). Manage, coordinate, and support AACSB accreditation process. Interact with other departments and university services as needed.
Building: SBGE liaison with Facility and Project Management and CIS on McKenna Hall and Center House projects and maintenance; coordinate and assist with office moves (computers, signage, keys, furnishings, etc.); maintain and troubleshoot various departmental office machines and equipment; oversee use and scheduling of the McKenna Conference Room and multi-purpose Collaboration Lab
Events: SBGE, Executive Advisory Board, and Other External Constituents. Coordinate SBGE events (both on and off-campus), including all details associated with the Distinguished Speaker Series luncheon, annual Alumni/Homecoming events, quarterly EAB Luncheons and Executive Advisory Board Leadership Team meetings, SBGE faculty and staff meetings and retreats, and school gatherings such as tenure receptions and farewells
Community Relations: Cultivates and maintains relationships with SBGE's Executive Advisory Board, donors, alumni, and other constituents and professional associations as needed. Assist with communications to EAB members and updates to EAB website. Maintain meeting agendas and scribe at quarterly EAB luncheons and Leadership Team meetings. Update EAB membership records, financial support, and contact information. Review monthly donor reports, summarize and draft quarterly donor acknowledgements for the Dean.
Faculty. Maintain faculty files, including promotions and professional development plans. Support faculty recruitment activities, update faculty calendars, and support departmental communications. Liaison with Faculty Development Committee chair on quarterly workshops and colloquia. Provide onboarding and administrative support to faculty members as needed.
Supervision and Support. Oversee all aspects of student employees: hiring, training, supervising/managing. Provide office-related leadership to SBGE staff; draft agendas and provide follow-up on staff meetings. Monitor staff and student worker needs and facilitate responses. Assist with hiring and lead onboarding process with staff.
Bachelor's Degree or equivalent years of experience.
Two years of executive assistant experience.
Event planning experience.
Strong communication skills as well as relational and organizational skills, problem- solving skills, ability to initiate, prioritize, process work quickly, and use time efficiently.
Ability to manage confidential/sensitive information.
Proficient with Microsoft Office suite, including Word, Outlook, Excel and SharePoint.
4-8 years of office experience with prior experience in event planning and management.
Administrative experience in an academic environment.
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.
Please submit a cover letter and resume along with the online application.
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! L...earn 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 email@example.com. Notification must be given at least five (5) working days before the accommodation is needed.