Faculty Services Administrator

Faculty Services Administrator

The Faculty Services Administrator provides outstanding service to faculty and academic department partners as well as operational support to the Faculty Services Team within the Office of the Provost. Under the direction of the Director, Faculty Services, this position supports the Faculty Services Team with recruitment, onboarding, records management, payroll preparation, faculty relocation administration and orientation stipends for new faculty. The Administrator serves as a key point of contact for routine inquiries, data management tasks, and process coordination for full time, and adjunct faculty.

The Administrator contributes to a high-quality service environment by demonstrating responsiveness, accuracy, customer service, discretion, and collaborative problem solving. 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:

Faculty Recruitment, Onboarding, and Records Support Provide support to the Assistant Directors with coordination of recruitment and hiring processes for full time, and adjunct faculty, including scheduling, communication, and tracking documentation. Prepare and route onboarding materials, offer letter templates, and required forms to new faculty members; ensure timely collection of personal information and compliance related documentation. Maintain electronic and physical faculty files;

update faculty data in the Enterprise Resource Planning system (ERP) and related systems under direction of the Assistant Directors. Monitor and track compliance requirements (clearances, new hire documentation, and trainings). Support routine data entry and updates related to faculty employment changes (hires, reappointments, separations, leaves) ensuring data integrity Serve as a resource to departments with standard questions regarding procedures, paperwork, and timelines.

Data Reporting, Documentation, and HRIS Support Serve as a data steward to ensure accuracy and reliability of Office of the Provost data within systems of record and reporting Support the Assistant Director Full-time Faculty Services with the tracking of sabbaticals, retirements and leaves and sending notifications as necessary. Support the Assistant Director Part time Faculty Services with the inactivating adjunct faculty not currently teaching and terminating those who have not taught in three years.

Assist in maintaining files for H-1B and J-1 faculty, ensuring documents are filed and updated accurately in close coordination with the Office for Internal Students and Scholars. Develop and generate reporting and compile data under the direction of the Assistant Directors to support academic reporting, analysis, and compliance needs. Update tracking spreadsheets, documentation, and internal procedures. Assist in ensuring data integrity through routine cross-checks and auditing tasks.

Payroll Processing Support Support adjunct payroll process including reconciling monthly payroll, supplemental pay and tenure waiver forms. Support preparation of payroll materials for full-time faculty summer support payments and orientation stipends Assist with producing annual salary notification letters and maintaining accurate payroll records. Assist in collecting, verifying, and preparing data for payroll entry; collaborate with Payroll Services to address basic questions or corrections.

Faculty Relocation Administration Support Provide concierge service to new faculty and assist with processing relocation documentation, purchase orders, invoices, and reimbursements; coordinate with Procurement as needed. Provide initial guidance to new faculty on relocation-related steps and requirements. Track the status of moving arrangements and ensure timely submission of forms.

Minimum Qualifications:

Formal Education High School Diploma required. Work Experience Minimum 3 years of experience in an administrative, HR, payroll, or operations role required. Strong organizational skills with high attention to detail…