Posting Details (Default Section)

Posting Number:
20244047S

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:
134-Education and Counseling

Position Summary:
The Senior Administrative Assistant provides high-level administrative and secretarial support for the Chairperson, faculty, and students in the Department of Education and Counseling. Under the supervision of the department chair, this person will review the budget, perform journal entry transfers when needed and liaise with procurement-related issues on behalf of the department; liaise with the Office for Undergraduate Students to keep track of undergraduate students' progress toward completion of requirements for the Education major and Education and Counseling minors; supervise office student workers; coordinate, organize and publicize department special events; provide administrative support for faculty grants; assist the Chairperson with faculty searches; and perform additional duties as assigned. This position requires high-level of professionalism and confidentiality per student and faculty records.

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:
Administrative Support and Department Operations

• Serves as primary point person in the Department for internal and external organizations, students and prospective students, Departments within the College and across the university
• Handles inquiries via phone, email, and in-person office contact
• Ensures Department Office is open during required times
• Assists Chairperson with all aspects related to faculty (full-time and adjunct) and staff searches and hiring (posting and advertising positions, making travel arrangements, scheduling interviews, preparing and collecting documentation, processing faculty appointment forms)
• Maintains communication with adjuncts
• Participates in Department meetings and takes minutes
• Orders office supplies
• Makes facilities and IT requests on behalf of the department

Budgeting and Financial Support

• Handles all budgets and purchasing for Department programs/grants
• Facilitates faculty grant
• Secures honoraria for guest speakers
• Assists Chairperson in completing payroll reports for full-time and adjunct faculty (underload, overload, etc.)
• Keeps track of faculty travel allowance and reimbursements
• Monitors UPS , Graphic Services, Connelly Center charges

Program Support

• Assist Undergraduate Program Director and students with all aspects of the Education major program and Education and Counseling minor programs from application through graduation, including certifying undergraduate students for graduation; navigating Degree Works records, helping coordinate registration, course overrides
• Acts as a liaison with the Office of Undergraduate Students and the Registrar, and other offices as needed.

Event Management

• Assists in all aspects of event planning (reserving rooms, ordering catering, advertising,

obtaining parking passes) and overseeing departmental events such as special events (e.g.,
lectures, open houses), monthly department meetings, honor society ceremonies, Annual
Cooperating Personnel Appreciation Dinner and Graduation Celebration, periodic conferences

Manages Student Workers

• Hires, manages, schedules, and supervisors undergraduate work study students.

Record Keeping

• Maintains and processes department meeting notes and records
• Maintains files of faculty performance records, promotion and tenure files, etc.
• Maintains library of faculty course syllabi.

Minimum Qualifications:
Formal Education

• High School diploma required

Work Experience

• Minimum five years' experience in administrative support position

Work Skills (e.g., written and verbal communication skills)

• Strong interpersonal and organizational skills; Ability to work respectfully and effectively with faculty, staff, and students; ability to work collaboratively as a team member; ability to meet deadlines, handle multiple tasks simultaneously and work independently in a visible, fast paced office environment with the potential for numerous interruptions
• Willingness to learn new computer programs and systems, if needed
• Takes initiative, possesses a service mindset, is responsive to faculty requests
• Attention to written and numerical detail required
• Has a deep commitment to the well-being of the Department; must be an upbeat, energetic self-starter.

Specific Job Knowledge

• General knowledge concerning teacher certification and familiarity with PA Department of Education requirements desirable.
• Knowledge of budget and account management.
• Excellent computer skills - proficiency with Microsoft Office Applications (including Word,
• Excel, PowerPoint, Outlook, Teams, and Adobe Acrobat) and software such as Concur.
• Proficiency in tech applications for helping to design advertising materials and create infographics for social media

Equipment Knowledge

• Computer
• Copy machine

Other:

• Understanding of and support for Villanova's Augustinian heritage

Preferred Qualifications:
Formal Education

• Bachelor's degree

Work Experience

• Prior experience in a higher education setting; two - three years in an educational setting preferred
• 7+ years of experience in administrative support position

Specific Job Knowledge

• Knowledge of Banner and Oracle systems desirable

Physical Requirements and/or Unusual Work Hours:

• General office environment
• Extended time sitting at computer terminal

Special Message to Applicants:

Posting Date:
06/12/2024

Closing Date (11:59pm ET):
06/20/2024

Salary Posting Information:
Commensurate with experience.

Salary Band:
G

Job Classification:
non-exempt