Administrative Assistant II

Posting Details

Posting Number: S

Position Title: Administrative Assistant II

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/10-months

Avg Hours Week

Department: 130-Dean-Arts and Sciences

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.

• 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.

• Manages the reception desk and visitor traffic of student, faculty and staff visitors to the CLAS offices in Ortiz hall. Welcomes visitors and assists staff with checking students in for appointments and maintaining a 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.

• 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.

• 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.

• Generate and process purchase orders for supplies and equipment.
• Make purchases for CLAS Suite at Cabrini office using a procurement card and…