Administrative Assistant II

Posting Number: 20260297S

Location
Villanova, PA

Work Schedule:
full-time/10-months

Department: 130-Dean-Arts and Sciences

Position Summary

Working
under the supervision of the Assistant Dean for Undergraduate Students, the Administrative Assistant II supports the CLAS Dean’s Office by
performing diverse administrative duties for its undergraduate and graduate programs, as well as office management of the CLAS Suite on the
Cabrini campus. This staff member will also act as the central point of contact for general administrative inquiries specifically tied to
the CLAS academic departments and programs located on the Cabrini campus, namely the department of Education and Counseling, the department
of Psychological and Brain Science and the Ethics program.

Why work at Villanova?

• Join a
  mission-driven organization. Since Villanova
  University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to
  service to others.
• Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2023 “Best Colleges” rankings is another indication of the University’s
  continued prominence and forward momentum.
• We believe that an inclusive community fosters an understanding and
  appreciation for diversity among our students, faculty, staff and administrators. The UNITAS Office of Community Enrichment works
  to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups.
• Villanova’s most precious asset is our people. Even as a part-time employee, you will receive access to certain benefits,
  including tuition assistance and more.

Villanova is
a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who
understand, respect and can contribute to the University’s mission and values.

Duties and
Responsibilities

Office Management for CLAS Suite on Cabrini Campus

• Manages the reception desk and
  manages visitor traffic of student, faculty and staff visitors to the CLAS offices in Ortiz hall. Welcome visitors and assist staff with
  checking students in for appointments and maintaining warm, welcoming atmosphere for the suite.
• Manage logistical presence for
  offices including ordering office supplies and updating and maintaining posted office hours signs and status.
• Liaise with neighbor
  offices to ensure positive working relationship in utilizing shared conference room space and kitchenette space
• Work with CLAS
  departments and programs located on the Cabrini campus as a central resource for general inquiries.

Graduate and
Undergraduate Student Data Processing

• Support communications documentation between advisors and advisees by saving
  documents to student electronic files and corresponding about status updates
• Assist Graduate Studies Office with tracking and
  updating graduate students’ academic records, communicating with graduate students about important deadlines as assigned.
• Develop
  expertise in policies and procedures to support academic programs (both undergraduate and graduate) and use multiple software systems to
  generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May
  graduation

Event Organizing

• Assist department leaders, faculty, and students in organizing and promoting
  CLAS undergraduate and graduate events on Cabrini campus internally and externally
• Coordinate with departments and dean’s team to
  support end-to-end planning for departmental guest visits, including communication with guests (e.g., colloquium speakers, job candidates)
  to collect necessary travel-related information, arrangement of hotel accommodations, restaurant reservations, on-campus parking,
  appointment scheduling, and classroom reservations for events

Procurement and Financial Systems

• Generate
  and process purchase orders for supplies and equipment
• Make purchases for CLAS Suite at Cabrini office using a procurement card and
  submit monthly expense reports
• Process reimbursements and other payment requests for faculty, students, and visitors
• Adhere to and ensure compliance with both existing & newly established purchasing policies and procedures

Coordinate
and Manage Facilities-Related Activities

• Create and monitor requests for repairs and maintenance of department facilities
  and equipment
• Maintain systems for scheduling select department facilities
• Coordinate with administrative staff use of
  shared spaces in Ortiz Hall.

Information Gathering and Dissemination

• Address questions from students,
  prospective students, faculty, and staff in the office, via phone, and via email
• Serve as liaison between Cabrini CLAS suite and
  other offices and departments by knowing the key functions of offices throughout campus and by possessing an understanding of best practices
  and University/College policies and procedures that influence departmental operations
• Cultivate effective working relationships
  within the department and establish strong working relationships with other colleges and administrative departments
• Keep up-to-date
  on procedures, protocols, and software tools relevant to academic department procedures

Document Maintenance and
Distribution

• Maintain a library of policy documents and promotional materials associated with academic programs, courses,
  department procedures, and protocols for the CLAS Cabrini Offices
• Assist dean’s team and staff in editing documents and
  distributing them

Minimum Qualifications

Formal Education

• Bachelor’s degree. High
  school diploma and 4 years of high-level administrative experience in addition to the work experience listed below, may also be
  considered.

Work Experience

• Minimum of 2 years’ experience in an office environment

Work
Skills (e.g., written and verbal communication skills

• Strong written and verbal communication skills
• Proficiency
  with MS Word, Excel, Adobe Acrobat and experience learning new software systems
• Excellent problem-solving and critical thinking
  skills
• Demonstrated ability to work independently and manage multiple tasks with a high level of accuracy and efficiency
• Strong organizational skills with meticulous attention to detail
• Ability to work collaboratively in a dynamic academic
  environment

Preferred Qualifications
* Experience in an academic setting, familiarity with university
operations and commonly used academic software systems (e.g., Concur, Slate, Degree Works, Banner, Argos)
* Experience developing and
maintaining procedural documentation

Salary Posting Information

This position falls within hourly grade 11
and the range is $25.05 -$26.48/hr. The final salary will be determined with consideration of several factors including the selected
candidate’s qualifications, department budget availability, market data, and internal equity.

Salary Grade
11

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