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Job ID: 107770

Senior Administrative Assistant
Villanova University

Date Posted Jun. 7, 2018
Title Senior Administrative Assistant
University Villanova University
Application Deadline Open until filled
Position Start Date Available immediately
  • Villanova, PA
    United States
  • Classified Staff
  • Administrative Support/Services

Senior Administrative Assistant

Posting Number: 20181718S

Position Type: Staff

Recruitment Type: Internal/External Applicants

Work Schedule: FT/12 Month

Department: 151-Augustine and Culture Seminar Program

Position Summary

The Senior Administrative Assistant reports to the Director of the Augustine and Culture Seminar Program (ACSP), and is responsible for the daily management, operation, and supervision of the ACSP and the Graduate Liberal Studies Program. These duties range from office management, proficiency with office technological systems (such as Banner, Concur, Excel, People Admin, Microsoft Office 365), and budget management, to more creative tasks like event planning and coordination, website management, and intersecting with faculty and students on a wide range of projects. The Senior Administrative Assistant also works closely with the Assistant Director of the ACSP and the Academic Director of Learning Communities.
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

  • Manage and oversee the daily administrative operation of the program. Provide information for email requests, faculty problems, in-person traffic, and telephone inquiries.
  • Provide information and direction to all department full-time and part-time faculty in conjunction with departmental policies. Maintain faculty database and emergency contact information. Coordinate all faculty hiring and advertising, keep candidate information, contact candidates and arrange their visits, complete all forms of hire, maintain hiring budget, etc. Maintain department Sharepoint accounts (syllabi file and department site).Work with Deans office when assigning offices, and distribute keys. Coordinate with UNIT the lease of copiers for the department.
  • Process adjunct/overload payroll spreadsheet submission for Fall and Spring semesters. Assign per credit pay rates as well as identify degree level and accumulated credits of adjunct faculty to accurately submit information to Payroll.
  • Under the direction of the program director, manage all department budget accounts and purchasing cards. Track budget items and make inquiries when discrepancies occur. Handle all budget transfers; requests for payment; requisitions; make all purchases (including capital equipment) for the department. Allocate and track all travel expense funds for faculty. Submit and approve departmental expenses in Concur. Track telephone utilization and print utilization.
  • Event planning and coordination for a wide range of program activities, including faculty development workshops; cultural event opportunities for students and faculty; bi-annual ACS Writing Awards. Planning includes creating flyers, coordinating details of events, and advertising.
  • Managing department website for both ACSP and Graduate Liberal Studies, including frequent updates, calendar maintenance, and website design.
  • Renew all institutional memberships and subscriptions. Coordinate department meeting agenda with Program Director, attend meetings, and take minutes. Generate department forms, brochures, mailing lists, and reports.
  • Miscellaneous duties, such as student inquiries, troubleshooting professor office or computer problems, maintain all equipment in ACSP office (scanner, copier, computers, etc.), resolve classroom scheduling problems, collect course syllabi and post on Sharepoint.

Minimum Qualifications

  • High school diploma or equivalent required.
  • Proficient knowledge of Banner preferred, Microsoft Office (Word, Excel, Powerpoint), Concur; ability to quickly master University-specific systems.
  • 3+ years related work experience required.
  • Strong computer and organizational skills, excellent oral and written communication skills; ability to act with discretion when handling confidential matters; ability to work independently and make departmental decisions; professional and collegial manner when dealing with students, faculty, administrators; able to work efficiently in a busy office with multiple projects going on simultaneously; able to communicate efficiently and supportively with faculty, students, staff, and other University departments.

Preferred Qualifications

  • BA in a Liberal Arts/Humanities background.
  • 5+ years preferred with previous experience in an academic environment; familiarity with ACSP (or other types of first-year experience/general education/core curriculum departments) also preferred.

Physical Requirements and/or Unusual Work Hours

Special Message to Applicants

The Augustine and Culture Seminar Program is a central component of the First-Year curriculum at Villanova (for all four undergraduate colleges); it intersects with University departments and offices, both within the College of Liberal Arts and Sciences and across colleges within the University. It includes a wide variety of programming, including the first-year Learning Communities (in conjunction with Student Life), faculty development, and a range of cultural event opportunities for first-year students.
The ACSP is a dynamic program with a diverse and active group of faculty engaged in a wide range of academic projects. The Senior Administrative Assistant/Program Coordinator is expected to be a flexible, creative, and detail-oriented member of the support team.

Posting Date: 06/06/2018

Closing Date (12am ET):

Open Until Filled:

Salary Posting Information: Commensurate with experience.

Salary Band: G

Job Classification: Non-Exempt

To apply, visit:

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. Villanova University is committed to providing leadership in the attainment of equal employment for all individuals. It is the policy and practice of Villanova University to recruit and select applicants on the basis of their qualifications and abilities. This effort is in compliance with all federal and state laws, including Title VI and VII of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, Section 504 of the Rehabilitation Act of 1975, Executive Order 11246, and the Americans with Disabilities Act.


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