Administrative Specialist

Whitworth University is seeking an Administrative Specialist to play a key role in supporting the daily operations, events, and executive functions of the Office of the President and the Board of Trustees. This position works closely with the Executive Assistant to the President and Board of Trustees to ensure the President's Office operates with professionalism, hospitality, and precision.

The Administrative Specialist coordinates complex logistics, supports high-profile events and meetings, manages presidential travel arrangements, and oversees front-office operations. The role also supports events and operations at Hawthorne House, the university's presidential residence. In the absence of the Executive Assistant, this position provides high-level administrative support to the President and Board of Trustees, requiring sound judgment, discretion, and a commitment to confidentiality.

Applications will be reviewed as they are received starting January 5, 2026. For full consideration, please apply by January 15, 2026. Position will remain open until filled.

Executive and Administrative Support | 50%

• Provide advanced administrative and operational support to the Executive Assistant to the President and Board of Trustees.
• Assist with the preparation and organization of materials for senior leadership meetings, including agendas, reports, and governance documents.
• Coordinate logistics for Board of Trustees meetings, including room scheduling, catering, guest management, and meeting setup.
• Manage all aspects of presidential travel, including researching and booking transportation and lodging, coordinating conference registrations, processing reimbursements, and tracking donated travel vouchers.
• Maintain organized records related to presidential correspondence, governance materials, and historical university documents.
• Update and maintain office procedures, operational documentation, and administrative forms.
• Provide executive-level administrative support to the President and Board of Trustees when the Executive Assistant is unavailable.

Event Coordination and Hospitality | 20%

• Coordinate events hosted by the Office of the President, such as receptions, meetings, and special gatherings.
• Oversee scheduling, logistics, and operational readiness for events held at Hawthorne House, including coordination with housekeeping, maintenance, security, and campus partners.
• Support major university events, including Commencement Weekend, as needed.
• Collaborate with colleagues across campus to ensure a welcoming, professional, and seamless event experience.

Office Operations and Front Office Support | 20%

• Manage daily operations of the Office of the President, including budget tracking support, invoicing, supply management, and office resources.
• Serve as the first point of contact for visitors and guests, creating a warm and professional environment.
• Respond to inquiries with professionalism and discretion, including handling sensitive or confidential information.
• Submit and track facility and maintenance requests and coordinate with campus service teams.

Additional Responsibilities | 10%

• Supervise and support student employees.
• Perform notarial services for students, faculty, and staff, as needed.
• Complete other duties as assigned in support of the President's Office.

• Associate's degree, or an equivalent combination of education and relevant professional experience. Whitworth values diverse educational and career pathways.
• At least three years of related administrative experience in a confidential, service-oriented environment.
• Demonstrated ability to manage multiple priorities with accuracy, flexibility, and professionalism.
• Strong written and verbal communication skills.
• Proficiency with common office software, including Microsoft Word, Excel, Outlook, PowerPoint, SharePoint, and Adobe Acrobat; ability to learn new tools quickly.
• Personal commitment to the Christian faith and willingness to integrate faith and work.
• Commitment to the mission of Whitworth University as a Christian liberal arts institution.

Core Competencies

• Exceptional organizational and time-management skills.
• Professional judgment and discretion when handling sensitive information.
• Strong interpersonal skills and the ability to collaborate effectively across a diverse campus community.
• Initiative, adaptability, and a service-oriented mindset.
• Ability to work independently while contributing positively to a team environment.
• Attention to detail combined with big-picture awareness.

Preferred

• Bachelor's degree.
• Experience supporting senior leaders, boards, or executive offices.
• Experience coordinating events or managing complex logistics.

Schedule
Full-time (1.0 FTE) | 12 months | 40 hours per week
Whitworth office hours are 8 AM to 4:30 PM Monday–Friday

Whitworth University is a Christian liberal arts university. Our shared mission is to provide our diverse students with an education of mind and heart, equipping them to honor God, follow Christ, and serve humanity. We seek candidates who are willing to engage with the university's mission and integrate their Christian faith into their work.

Interested candidates should submit a cover letter, resume, faith statement, and contact information for at least three professional references. A background check and sexual misconduct check will be required of the successful candidate.

Applicants must be legally authorized to work in the United States at the time of hire and maintain valid work authorization throughout the duration of employment, including those on OPT. Whitworth University does not offer visa sponsorship for this position.

You are on this webpage because a position at Whitworth sparked your curiosity. If you find yourself questioning hitting the apply button because you might not meet 100% of the qualifications, we think you should do it When you click apply and submit an application, your application is reviewed by a committee of real, living, and breathing human beings who want to understand your background, experience and skills to find ways you relate to the key competencies needed for success in the position.

Whitworth complies with all federal, state, and local nondiscrimination laws that are applicable to religious nonprofit institutions and does not engage in unlawful discrimination on the basis of race, color, national origin, age, sexual orientation, sex, or disability. With our Christ-centered commitment to building a diverse and inclusive community, the university encourages applications from populations underrepresented at Whitworth including members of racial/ethnic communities, women, and persons with disabilities.

Online applications are stored on a secure site. Only authorized employees and hiring authorities have access to the information submitted.

It is important that your application show all the relevant education and experience you possess. Applications may be rejected if incomplete.

At Whitworth University, we are committed to supporting the well-being of our faculty, staff, and their families by offering an extensive benefits package. Eligible employees can enjoy a variety of benefits, including:

• Comprehensive medical, dental, and vision coverage
• Employer-matched 403 (b) retirement plan
• Tuition remission programs available for employees, their spouses, and dependents
• Life insurance and long-term disability coverage
• Accrued vacation and sick leave based on full-time equivalency (FTE). All staff accrue 8 hours of sick leave per month and 10 to 20 days of vacation per year, depending on employee category.
• 2 days of Floating Holiday leave based on full-time equivalency (FTE)
• Access to an Employee Assistance Program
• Resources for Christian vocation and calling
• No cost access to the University Recreation Center (UREC) and the Megan E. Thompson Aquatic Center
• 15 paid holidays throughout the year

To discover more about these offerings, please visit our benefits page.