Events and Administration Coordinator

Events and Administration Coordinator

Posting Details

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Position Title:

Events and Administration Coordinator

Position Type:
Staff

Location:

Villanova, PA

Recruitment Type:
Internal/External Applicants

Work Schedule:

full-time/12-months Avg Hours Week

Department: 576-Dean, Professional Studies

Position Summary

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 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• 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, "more".

Reporting to the Assistant Dean, Finance & Administration, the Administrative and Events Coordinator supports the College of Professional Studies as the lead for all college‑related events. The coordinator assists with planning and executing events with appropriate college teams and external partners ensuring the highest standards are adhered to for all events. This role also serves as the first point of contact to visitors by providing outstanding customer service to them as well as faculty, staff, and students by assisting them directly with their inquiries if possible or directing them to the appropriate CPS team member or other office on campus.

This position assists the Executive Administrative Assistant with scheduling, meeting arrangements, travel arrangements as needed. This position orders and maintains adequate supplies to support the work of the entire college and ensures that the physical appearance of the public areas of the College are always presentable. The Administrative and Events Coordinator provides high level support across various teams within the college with high expectations for detail‑oriented, and excellent administrative support.

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.

• Under the direction of the Assistant Dean, Finance and Administration, coordinate and organize all College events using a standardized planning approach to maintain a standard level of excellence, organization and professionalism for all college events.
• Develop a college wide system to track all events ensuring appropriate scheduling.
• Serve as point of contact with third party vendors for event contracts manage approval flow.
• Maintain the College "Event Submission Form" and provide support to all college teams as needed.
• Coordinate with University partners, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions, to execute successful events.
• Plan and execute with relevant stakeholders post event debriefs with the goal of continual improvement.
• Track and report data relevant to College Events as needed.

• Greet visitors and students and direct them to the appropriate office or CPS staff member.
• Answer main college phone lines and route calls appropriately.
• Monitor College email inboxes and respond to questions as needed or route to the appropriate team and/or staff member.
• Responsible for College Procurement processes, including but not limited to submitting purchase order requisitions, paying invoices, ordering course material for faculty and ordering office supplies for staff.
• Manage third‑party vendor onboarding process.
• Submit Facilities, Maintenance and Technology requests as needed for all staff members across two physical spaces.
• Assist with the onboarding process for newly hired staff.
• Assist…