Administrative Assistant II

Administrative Assistant II

Villanova University

Do you have questions about the application process? If so, please refer to the Applicant FAQ's.

Posting Details (Default Section) Posting Number:

S

Position Title:

Administrative Assistant II Position Type:

Staff

Location:

Villanova, PARecruitment Type:

Internal/External Applicants

Work Schedule:

full-time/12-months

Avg Hours Week Department:604 - University Advancement

Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

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, and more.

Villanova University has embarked on a 10-year strategic plan, Rooted. Restless., with the goal of enhancing the Augustinian Catholic living and learning experience for all members of our community. University Advancement is seeking exceptional talent to join our mission-driven team working together toward our shared vision for Villanova, fueled by the generosity of the University's philanthropic supporters as we "keep moving" in the spirit of St.

Augustine in the public phase of Villanova's comprehensive capital campaign:
Espiritus Nova.

The Administrative Assistant II will report to the Administrative Services Supervisor in Major Gifts and is part of the Administrative Services Team. They will support the Senior Director of Major Giving for the College of Nursing, the Senior Director and Director of Planned Giving, and the Executive Director of Regional Development. This position requires a high degree of professionalism and confidentiality as well as attention to detail.

Additionally, responsibilities will include timely reconciliation of procurement card expenses, processing invoices, organizing projects, scheduling meetings, creating mail merges, preparing travel arrangements, and other administrative tasks as assigned. There are several key events and annual projects held throughout the year where they will be expected to assist with and participate in them on an as needed basis.

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.

• Provide the College of Nursing, Planned Giving, and Regional Major Gift teams with administrative support, including but not limited to: calendar management, reconciling purchasing card transactions, creating travel arrangements, preparing thank you letters via mail merges and pledge agreements; looking up donor identification numbers in database, generating reports from various software systems, processing and paying of invoices; compiling guest lists for events in Microsoft Excel as well as assisting with events, preparation of written documents and meeting materials, and mail distribution.
  
  Create agendas, attend team meetings, take minutes, and prepare for distribution. Also included is the onboarding of new hires within the team which includes scheduling introduction meetings, securing hardware, and acclimating them to University Advancement processes.
• Assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required. This includes event tracking, handling of meeting materials, and working closely with our Special Events team.
• Work in conjunction with other administrative staff members in the Office of University Advancement in the greeting of visitors to the office as well as coordinating schedules to always ensure coverage in Major Gifts. In addition, this position is part of a team that is expected to cover the receptionist desk in our building as necessary during sick time, vacation time, and daily lunch time.

• High school diploma or equivalent required
• 3+ years in administrative assistant or similar role
• Solid understanding of workflow, process steps and professional standards for the function
• Advanced organizational and time management skills
• Ability to set priorities and manage own time, effort, and activities
• Ability to…