Senior Administrative Assistant

Senior Administrative Assistant The Grad Center Senior Administrative Assistant (AA) is an integral role to the organization and operation of the Center for Graduate Research and Education (Grad Center) within the Office of the Provost. Grad Center broadens the scope of attention and services to the 3,000+ graduate students at the University. Reporting to the Director, Center for Graduate Research and Education (Director), the AA will work closely with the Assistant Vice Provost for Graduate Research and Education (AVPr) and the entire Grad Center team. The AA serves as an essential team member for graduate student initiatives, providing administrative, event planning, website, and project support at a quality and highly confidential level. Overall, the AA is responsible to make sure that the Center's general operations run smoothly: ensuring that its visitors are welcome, its emails and phone calls are answered quickly, its events are organized properly, its office is maintained well, and its programs are coordinated with the utmost in efficiency and professionalism. Throughout, the AA maintains a deep commitment to ensuring that studentsand Villanova's Augustinian mission and valuesare central to the Grad Center's operations. 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 2023 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum. We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff and administrators. The Office of Diversity, Equity and Inclusion works to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups. 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. 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: 35% Event, Website, and Program Support Provide support to all AVPr/Grad Center initiatives, with specific emphasis on providing logistical support for events, including website updates, publicity and communications support, and budget reporting. Collaborate with the Grad Center Associate Director, Graduate Student Experience (ADEx) in planning, organizing, and successfully holding all AVPr/Grad Center events (e.g., Graduate Student Community Kick-Off Picnic). With guidance from ADEx, complete logistics for all AVPr/Grad Center events (room reservations, catering, invitations, etc.). Ensure compliance with University's Event Management policies. Participate in Event Coordinator's Network and attend regular meetings. Maintain and support all event registrations through use of Villanova's event management software, STOVA. Stay up-to-date on software, best practices, and efficiencies. With guidance from Director, maintain and update Grad Center web presence and internal digital signage. Document and generate meeting agendas, minutes, and other meeting materials; coordinate follow up. Carry out Thank You and Holiday card processes, including weekly review of donor reports and following appropriate stewardship protocols. Support all Center processes, including data collection, management, and analysis. 20% Customer Service Provide walk-in, email, and phone support to those the AVPr/Grad Center serves, including answering/directing queries from students, faculty, staff, parents, alumni, guests, and others. Manage the Grad Center email account. Working with the administrators in the CLAS Office of Graduate Studies (which shares working spaces with Grad Center), manage the spaces and entrances, ensuring that they are staffed professionally, organized efficiently, and supplied properly. Ensure a vibrant, inclusive, welcoming graduate student community space in Grad Centerfor all stakeholders and guests. 20% Office Administration In collaboration with ADex, manage Grad Center office space and student lounge. Assist ADex with management of student workers; supervise when needed. Working with the other AAs in Vasey Hall, maintain calendars for both conference rooms and the shared event space. Maintain a shared calendar for Grad Center-wide use, noting important dates, deadlines, and annual reminders. Maintain software for Grad Center programs and initiatives, such as Suitable (GradADVANCE), Qualtrics, Stova, Slate, Argos and Banner. Maintain comprehensive lists of all graduate students and graduate stakeholders (Graduate Deans, Program Directors, Coordinators, AAs) on campus; share these lists with appropriate stakeholders across the University (e.g. Career Services) as appropriate. Oversee study carrel distribution process for graduate student lounge at Falvey Library in Vic Maggitti Hall. Order and maintain office supplies, open and distribute incoming mail, ensure office cleanliness. 10% Grad Center Special Projects Support Provide high-level administrative support for major Grad Center initiatives, such as GradADVANCE, Healthcare Subsidy, Startup Grant, and others as they are added to Grad Center's scope. Assist AVPr with special projects as assigned, including all matters related to the Graduate Education Advisory Council (GEAC). AVPr special projects will include research and data collection, communications, event coordination, stewardship projects, and other needs as they arise. 10% Team and Budget Support Administer and maintain all financial processes of the Center, including budget support, journal entry transfers, procurement card management, and purchasing. Assist with major reports and budget spreadsheets. Meeting scheduling, travel, and reimbursement arrangements for all full-time team members, external consultants, and guests. Manage monthly procurement processes for all full-time team members. Manage regular procurement for Grad Center. Assistant ADEng with purchasing for graduate student group events and programs as needed. Ensure that Grad Center team can access internal materials and documents in electronic format within a centralized, secure location; update those materials. Provide general administrative support to AVPr and all members of the Grad Center team. 5% Perform additional duties and assist with special projects as assigned. Minimum Qualifications: Formal Education High School diploma or equivalent required. Work Experience Experience in providing exceptional customer service (e.g. students, alumni, faculty, and staff). Event planning and programming experience. Experience with webpage updates. Work Skills (e.g., written and verbal communication skills) Excellent communication skills, both written and oral. Superb organizational skills. Good decision-making instincts and track record. Ability to work independently with limited supervision and also the ability to work collaboratively. Must have the ability to handle sensitive material and information confidentially. Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area) Candidate must be disciplined and results-oriented, and demonstrate the highest levels of integrity, professionalism, and confidentiality/discretion. Strong attention to detail while understanding the larger framework for detailed operations. Candidates must convey a highly professional demeanor, be a team player, and demonstrate excellent customer service skills. Must have the ability to handle a fast-paced environment and manage multiple projects/tasks with varied deadlines and frequent interruptions. Maturity, poise, judgment, and professionalism are essential. The individual must have a deep commitment to the well-being of Villanova University and its students, a commitment to the University's Catholic/Augustinian heritage and the advancement of its mission, and a desire to serve the needs of a diverse community. Equipment Knowledge Must have excellent typing and computer skills including Microsoft Office proficiency and the ability and desire to learn software and reporting systems as well as website design. Preferred Qualifications: Formal Education Bachelor's degree strongly preferred. Work Experience Administrative experience in higher education. Financial systems knowledge and experience. Experience in data collection and analysis. Work Skills (e.g., written and verbal communication skills) Data management and analysis skills preferred. Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area) Understanding of academic administration and programs. Equipment Knowledge Knowledge of customer relationship management software (e.g. Handshake), university admissions platforms (e.g. Slate), university administrative platforms (e.g. Banner), publication platforms (e.g. Open Journal Systems), databases, and website design (Illustrator). Physical Requirements and/or Unusual Work Hours: Sitting for extended periods of time (but a standing desk is available). Occasional evening and weekend hours will be required for special events.