Saint Martin's University

5000 Abbey Way SE
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Executive Assistant to Dean of Students

Saint Martin's University
LACEY, WA Full time
Posted on November 16, 2017

Executive Assistant to Dean of Students

Closing date:                   November 30, 2017
Position title:                   Executive Assistant to Dean of Students
Job Type:                         Full-time; Non-Exempt

Position summary

The Executive Assistant coordinates the daily operations for the Office of the Dean of Students.  The Executive Assistant is responsible for creating an engaging office environment and positive interactions with all students, staff, faculty and visitors in a fast pace environment.   The Executive Assistant assists the Dean of Students and Vice President of Finance/General Counsel in preparing for the Board of Trustees and other governance meetings.

Essential functions and responsibilities

  • Monitor nine (9) departmental budgets and spending and ensures compliance. Provide budget owners with monthly budget reports. Assist staff/directors run budget reports in different formats.  Analyze and communicate discrepancies to the Office of Finance for general ledger adjustment.  Process credit card reconciliations, purchase orders and expense reimbursement.
  • Serve as support for Behavioral Intervention Team; assess level of emergency and resources required. Maintain CARE software module for Behavioral Intervention Team including ongoing data entry and check of previous documentation for legal accuracy.  Maintain confidentiality and safeguard student records.
  • Coordinates all efforts with staff, faculty, students, and vendors for meetings, events, and travel.
  • Support staff hiring process by scheduling and making the arrangements for phone, Skype, 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 new hires in Student Affairs.
  • Draft and compose correspondence and reports for signature.
  • Oversee annual development of Family Guide with collaboration of multiple university offices.
  • Coordinate events for Dean of Students to engage with students (coffee with the Dean, etc).  Oversee annual Family Weekend: design and implementation. Supervise student workers for special events such as Family Weekend and Orientation parent panels.
  • Attend and take minutes for the Student Affairs Committee, Behavioral Intervention Team, Board of Trustees Student Affairs, Audit, and Facilities Committees. Ensure that conference rooms, meeting rooms and reception areas are ready for meetings.

Other functions

  • Perform office activities, such as greeting visitors, filing, photocopying, faxing, processing outgoing and incoming mail, routing and screening all incoming calls, appointment setting, and distributing messages to appropriate staff members.
  • Maintain departmental website
  • Perform other functions as assigned.


  • 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.
  • Independently handle multiple work unit priorities and projects.
  • Proficient in the use of MS Office including mail merge, Outlook calendar, advanced Excel spreadsheet and database software. 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.
  • Demonstrated ability to leverage features of financial software to facilitate business decisions such as developing spreadsheets to quickly identify key point indicators, performing analysis for developing budget and project plans, consolidating and processing multidimensional spreadsheets, and summarizing and analyzing large amounts of data.
  • Implements decisions to accomplish departmental budget goals and objectives in accordance to federal, state or university laws, rules, regulations and policies.
  • Strong attention to detail; including knowledge of business mathematics, such as calculating ratios and percentages, tracking budgetary data, and making projections.
  • Establish and maintain effective and cooperative working relationships within a diverse, academic environment.
  • Thorough knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.

Minimum qualifications

  • Bachelor’s Degree
  • 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

Preferred Qualifications

  • Experience in higher education
  • Experience providing administrative support to senior level management
  • Experience managing cloud-based databases and multiple budgets
  • Application procedures
  • Proficiency in Social Media

Application procedures

To be considered for this position, applicants must submit the following to Human Resources at:

  • Application of employment. (MS Word Version)
  • Cover letter specifying interest and how their background has prepared you for this position.
  • Current resume.

As part of our recruiting and hiring process, Saint Martin’s University requires final candidates to prepare a brief statement (no more than one page) which highlights how the candidate’s work experience and background will contribute to our Catholic Benedictine mission and vision of Saint Martin’s University.  To better understand the Catholic, Benedictine values in an educational environment, we are providing a link to a well-written article on the subject: . Please bring the statement with you and give it to the search/interview committee.

Equal opportunity

Students or employees with concerns or complaints about discrimination on the basis of sex in employment or an education program or activity, or any other inquiries related to the University's non-discrimination policy, may contact the following individual:

Cynthia Johnson
Associate Vice President of Human Resources/Title IX Coordinator
5000 Abbey Way SE, Lacey WA 98503

Consistent with the requirements of Title IX of the Education Amendments of 1972 and the regulations adopted under that law, the University has designated the above individual as the University's Title IX Officer, responsible for coordinating the University's Title IX compliance. Individuals may also contact the Office for Civil Rights, U.S. Department of Education, 915 2nd Avenue, Room 3310 Seattle, WA 98174-1099, Telephone: (206) 220-7900, TDD: (206) 220-7907.