Staff Position

Executive Assistant

Position Details

Job ID # 19-119
Department Office of the Provost
Reports To Provost

Position Summary

Supervises the academic services of the university, manages faculty services, processes academic issues/projects, faculty contracts and functions, and event coordination. This position is a 1.0 FTE.

Essential Functions

  1. Manages daily schedule for administrator and performs administrative duties. 
    • Management of a complex calendar, travel arrangements and logistics
    • Address and screen correspondence and phone calls from vendors, students, and parents, prioritizing importance
    • Contract faculty; maintain course evaluations; maintain faculty employee files and Access database
    • Prepare and manage adjunct faculty contracts and personnel files
    • Oversee and manage multiple projects/events; track critical dates, ensure deadlines are met and projects are completed
    • Organize and manage student matters including student petitions and academic probation
    • Coordinate and complete reports requiring University data
    • Purchasing card reconciliation
    • Member of the Academic Services Team; serves on committees as directed
  2. Supervises the coordination of University-wide events, Academic Affairs and faculty common to the Office of the Provost. 
    • Prioritize, plan, coordinate and oversee events hosted by the Provost’s Office, including convocations, receptions, community chapels, faculty retreat, commencement and related events
    • Set up for events, greet guests, and close each event
    • Ensure room reservations for all events and meetings are in place
    • Preparations, as needed, for monthly meetings
  3. Coordinates the University calendar in conjunction with the facilities utilization managed by the Administrative Services Office.
    • Responsible for keeping the NU calendar up to date and accurate
    • Maintain faculty jobs postings and event postings
    • Set dates for faculty meetings and manages the 4-year university academic planning calendar
  4. Available to support department coordinators serving in academic areas.     
    • Coordinates contracting and payment authorization for adjunct professors
    • Training and supporting office coordinators as needed
  5. Responsible for efficient/effective operation of Academics in the absence of the chief academic officer. 
  6. Performs other work related duties as assigned. 
    • Maintain confidentiality
    • Be responsive to requests to the Provost’s Office

Education/Experience/Skills

  1. Minimum baccalaureate degree or comparable experience or three years experience performing executive or administrative support.
  2. Strong administrative skills; highly organized, detail oriented, and resourceful.
  3. Ability to independently set priorities, handle multiple projects, and deal comfortably with dynamic and ambiguous situations.
  4. Excellent oral and written communication skills including the use of tact and diplomacy.
  5. Computer proficiency in Word and Outlook; Excel and Access a plus.
  6. Strong verbal, written, analytical, and interpersonal skills.
  7. Event coordination and management experience.
  8. Demonstrated commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
  9. Proven ability to communicate effectively, get along well with co-workers, and deal effectively and professionally with colleagues.

Working Environment:

  1. Work is generally performed indoors in a typical office setting.
  2. Some weekend/evening work required.
  3. Position works with strictly confidential information.
  4. Frequently required to be in front of a computer screen for long periods of time.

Physical Demands:

The functions are usually performed while standing, but may involve some amount of time sitting, stooping, kneeling, bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, climbing, perform repetitive motions of the hands or wrists and other movements.  The abilities of seeing, hearing and speaking are also required. 


Lifestyle Standards

Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of Northwest University, as outlined in the Employee Manual.

Application Procedure

Please submit your resume, a letter of interest describing your qualifications, and a completed application form to the Human Resources office. Applications are available online (www.northwestu.edu/jobs), or in the Human Resources Office of Northwest University.

You may submit your package by mail, scan and email, or fax.

Northwest University
Attn: Human Resources
PO Box 579
Kirkland, WA 98083-0579
.(JavaScript must be enabled to view this email address)
Fax: (425) 739-0695

Inquiries regarding staff positions may be made to:

Human Resources Office
Northwest University
5520 108th Ave NE, Kirkland, WA 98033
(425) 889-5749
.(JavaScript must be enabled to view this email address)

Northwest University does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities. Northwest University is an "At Will" employer.


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