Administrative Assistant II

Administrative Assistant II

The Administrative Assistant II reports to the Director of Financial Assistance and is responsible for providing key administrative support for the Director and the Senior Associate Director of Financial Assistance. Other responsibilities include: monitoring vacation and sick records for Financial Assistance staff within the Banner system, assist in the management of the office operating budget, including preparation and submission of payment requests and monthly reconciliation of accounts, running and reviewing weekly reports to be distributed to counselors. This position maintains inventory and orders office supplies, equipment and forms for the office; serves as the primary contact to the Facilities Office for matters of repair or maintenance and performs all clerical duties for the Director (this includes the management of correspondence to and from the office). Responsible for scheduling and managing arrangements for financial aid related meetings with national, regional and state associations or organizations. This individual must participate in on-going training pertaining to all Federal, State and Institutionally funded programs as well as technical training necessary to keep up to date on the changes to software programs used by the office; responds to the needs of students, parents and others through in-person, telephone and e-mail contact and will be expected to answer questions pertaining to student aid eligibility, award status (e.g. disposition of aid to a student) and student billing account status; creation and updating of telephone/email scripts that are used in the office's automated response system.

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 2026 "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 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: Maintain calendar, schedule appointments, and perform clerical duties for Director and counselors including student appointments and scheduling of all on and off campus presentations, running and reviewing weekly reports for counselors. Maintain the Office Policy and Procedure Manual in paper and electronic format. Respond to the needs of students, parents and others through in-person, telephone and e-mail contact. Complete Sibling Enrollment Verification forms, scholarship forms and other documents requested by students for verification of their University aid. Manage Dropbox incoming documents. Manage & monitor department operating budget including the preparation of payment requests. Maintain inventory of office supplies, equipment & forms. Primary contact for all copy machine matters. Serve as primary contact with Facilities Management & Housekeeping. Prepare monthly reports on overtime hours of staff and the College Board Net Price Calculator Reports. Prepare the bi-weekly Enrollment Management update. Responsible for the preparation and circulation of the meeting minutes. Assist the Director and Counselors on other reports as needed. Maintain and monitor vacation and sick records, along with office calendar. Oversee the Office of Financial Assistance telephone/email script and serve as primary contact with University IT regarding all matters related to telephone/email. Participate in on-going training that will result in a mastery of information pertaining to all Federal, State and Institutionally funded programs of aid as well as training necessary to keep up to date on the changes to software necessary to perform all duties. Manage scheduling for financial-aid related meetings hosted by the University. Provide assistance to the Dean of Enrollment Management as needed. Perform other duties and assist with projects as assigned.

Minimum Qualifications: Formal Education High school diploma required Work Experience Minimum 2 years of administrative assistant experience Work Skills (e.g., written and verbal communication skills) Excellent oral and written communication skills; strong organizational and interpersonal skills required. Ability to initiate and follow through with tasks as designated by the Director and outlined in this job description. Mastery of Microsoft Office. General knowledge of office principles and procedures is required. Basic principles of accounting and budget management. Equipment Knowledge Copiers; Personal Computer; Document Imager.

Preferred Qualifications: Formal Education Some college and/or secretarial school experience preferred. Work Experience Experience in higher education preferred. Work Skills (e.g., written and verbal communication skills) Experience with Banner or similar Financial Aid System preferred. Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)