Address
Form of work
SalaryPosting Number:
20243948S
Position Title:
Senior Administrative Assistant
Position Type:
Staff
Location:
Villanova, PA
Recruitment Type:
Internal/External Applicants
Work Schedule:
full-time/12-months
Avg Hours Week
Department:
936-Graduate Education - Provost
Position Summary:
Join Villanova University as a vital member of the Center for Graduate Research and Education (Grad Center). As the Senior Administrative Assistant, you’ll support graduate student initiatives, providing top-notch administrative, event planning, and project assistance. Reporting to the Director, you’ll collaborate closely with the Assistant Vice Provost for Graduate Research and Education and the entire Grad Center team, ensuring seamless operations while upholding Villanova’s mission and values.
Our commitment to student success is unwavering, and as our Senior Administrative Assistant, you’ll play a pivotal role in shaping the experience of over 3,000 graduate students.
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 Office of Diversity, Equity and Inclusion 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. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.
Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:
40%: Event, Website, Program, and Project Support
- Provide logistical support for AVP/Grad Center initiatives, including event planning, website updates, and budget reporting.
- Collaborate on organizing and executing all Grad Center events, ensuring compliance with university policies.
- Maintain and update the Grad Center’s web presence and internal digital signage.
- Document meetings, generate agendas and minutes, and coordinate follow-up actions.
- Support data collection, management, and analysis processes.
- Carry out Thank You and Holiday card processes.
- Support all Center processes, including data collection, management, and analysis.
25%: Customer Service
- Offer professional walk-in, email, and phone support to stakeholders, including students, faculty, staff, guests and alumni.
- Manage the Grad Center email account and oversee office spaces and entrances.
- Working with the administrators in the CLAS Office of Graduate Studies (which shares working spaces with Grad Center), manage the spaces and entrances, ensuring that they are staffed professionally, organized efficiently, and supplied properly.
- Ensure a vibrant, inclusive, welcoming graduate student community space in Grad Center—for all stakeholders and guests.
20%: Office Administration
- Manage office space and student lounge, along with coordinating schedules for student workers.
- Coordinate initiatives such as, the Grad Center Closet (or “Adult Learner Closet,” depending on collaborations) to provide necessities and clothing to graduate students and other adult learners in need.
- Working with the other AAs in Vasey Hall, maintain calendars for both of the conference rooms and the shared event space.
- Maintain a shared calendar for Grad Center-wide use, noting important dates, deadlines, and annual reminders.
- Maintain comprehensive lists of all graduate students and graduate stakeholders (Graduate Deans, Program Directors, Coordinators, AAs) on campus; share these lists with appropriate stakeholders across the University (e.g. Career Services) as appropriate.
- Order and maintain office supplies, open incoming mail, head up office decorations.
10%: Team and Budget Support
- Administer financial processes, including budget support, procurement card management, and purchasing.
- Assist with reporting and budget spreadsheets.
- Coordinate meeting scheduling, travel arrangements, and reimbursements.
- Manage procurement processes and maintain internal documents securely.
- Provide general administrative support to the AVP and Grad Center team.
5%:Nonessential Job Functions
- Assist with special projects and additional duties as assigned.
This role offers a unique opportunity to contribute to the vibrant graduate community at Villanova University while gaining valuable administrative experience in a dynamic academic environment. Apply now to become an essential part of our team!
Minimum Qualifications:
Formal Education
- High School diploma or equivalent required.
Work Experience
- Experience in providing exceptional customer service (e.g. students, alumni, faculty, and staff).
- Event planning and programming experience.
- Experience with webpage updates.
Work Skills (e.g., written and verbal communication skills)
- Excellent communication skills, both written and oral.
- Superb organizational skills.
- Good decision-making instincts and track record.
- Ability to work independently with limited supervision and also the ability to work collaboratively.
- Must have the ability to handle sensitive material and information confidentially.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)
- Candidate must be disciplined and results-oriented, and demonstrate the highest levels of integrity, professionalism, and confidentiality/discretion.
- Strong attention to detail while understanding the larger framework for detailed operations.
- Candidates must convey a highly professional demeanor, be a team player, and demonstrate excellent customer service skills.
- Must have the ability to handle a fast-paced environment and manage mutiple projects/tasks with varied deadlines and frequent interruptions.
- Maturity, poise, judgment, and professionalism are essential.
- The individual must have a deep commitment to the well-being of Villanova University and its students, a commitment to the University’s Catholic/Augustinian heritage and the advancement of its mission, and a desire to serve the needs of a diverse community.
Equipment Knowledge
- Must have excellent typing and computer skills including Microsoft Office proficiency and the ability and desire to learn software and reporting systems as well as website design.
Preferred Qualifications:
Formal Education
- Bachelor’s degree strongly preferred.
Work Experience
- Administrative experience in higher education.
- Financial systems knowledge and experience.
- Experience in data collection and analysis.
Work Skills (e.g., written and verbal communication skills)
- Data management and analysis skills preferred.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)
- Understanding of academic administration and programs.
Equipment Knowledge
- Knowledge of customer relationship management software (e.g. Handshake), university admissions platforms (e.g. Slate), university administrative platforms (e.g. Banner), publication platforms (e.g. Open Journal Systems), databases, and website design (Illustrator).
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date:
Closing Date (11:59pm ET):
Salary Posting Information:
Commensurate with experience.
Salary Band:
G
Job Classification:
non-exempt
References Needed
References Needed
Minimum Number of References Needed
3
Maximum Number of References Needed
3
