Administrative Assistant II

Administrative Assistant II Position: Administrative Assistant II Location: Villanova, PA Position Type: Staff Work Schedule: full-time/10-months Avg Hours Week Department: 130-Dean-Arts and Sciences Recruitment Type: Internal/External Applicants Working under the supervision of the Assistant Dean for Undergraduate Students, the Administrative Assistant II supports the CLAS Dean’s Office by performing diverse administrative duties for its undergraduate and graduate programs, as well as office management of the CLAS Suite on the Cabrini campus. This staff member will also act as the central point of contact for general administrative inquiries tied to the CLAS academic departments and programs located on the Cabrini campus, including the department of Education and Counseling, the department of Psychological and Brain Science, and the Ethics program. Office Management for CLAS Suite on Cabrini Campus Manages the reception desk and manages visitor traffic of student, faculty and staff visitors to the CLAS offices in Ortiz hall. Welcomes visitors and assists staff with checking students in for appointments and maintaining a warm, welcoming atmosphere for the suite. Manages logistical presence for offices including ordering office supplies and updating and maintaining posted office hours signs and status. Liaises with neighbor offices to ensure a positive working relationship in utilizing shared conference room space and kitchenette space. Works with CLAS departments and programs located on the Cabrini campus as a central resource for general inquiries. Graduate and Undergraduate Student Data Processing Supports communications documentation between advisors and advisees by saving documents to student electronic files and corresponding about status updates. Assists Graduate Studies Office with tracking and updating graduate students’ academic records, communicating with graduate students about important deadlines as assigned. Develops expertise in policies and procedures to support academic programs (both undergraduate and graduate) and uses multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation. Event Organizing Assists department leaders, faculty, and students in organizing and promoting CLAS undergraduate and graduate events on Cabrini campus internally and externally. Coordinates with departments and dean’s team to support end‑to‑end planning for departmental guest visits, including communication with guests (e.g., colloquium speakers, job candidates) to collect necessary travel‑related information, arrangement of hotel accommodations, restaurant reservations, on‑campus parking, appointment scheduling, and classroom reservations for events. Procurement and Financial Systems Generates and processes purchase orders for supplies and equipment. Makes purchases for CLAS Suite at Cabrini office using a procurement card and submits monthly expense reports. Processes reimbursements and other payment requests for faculty, students, and visitors. Adheres to and ensures compliance with both existing and newly established purchasing policies and procedures. Coordinate and Manage Facilities‑Related Activities Creates and monitors requests for repairs and maintenance of department facilities and equipment. Maintains systems for scheduling select department facilities. Coordinates with administrative staff use of shared spaces in Ortiz Hall. Information Gathering and Dissemination Addresses questions from students, prospective students, faculty, and staff in the office, via phone, and via email. Serves as liaison between Cabrini CLAS suite and other offices and departments by knowing the key functions of offices throughout campus and by possessing an understanding of best practices and University/College policies and procedures that influence departmental operations. Cultivates effective working relationships within the department and establishes strong working relationships with other colleges and administrative departments. Keeps up‑to‑date on procedures, protocols, and software tools relevant to academic department procedures. Document Maintenance and Distribution Maintains a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocols for the CLAS Cabrini Offices. Assists dean’s team and staff in editing documents and distributing them. Minimum Qualifications Bachelor’s degree. High school diploma and 4 years of high‑level administrative experience in addition to the work experience listed below may also be considered. Work Experience Minimum of 2 years’ experience in an office environment. Work Skills Strong written and verbal communication skills. Proficiency with MS Word, Excel, Adobe Acrobat and experience learning new software systems. Excellent problem‑solving and critical‑thinking skills. Demonstrated ability to work independently and manage multiple tasks with a high level of accuracy and efficiency. Strong organizational skills with meticulous attention to detail. Ability to work collaboratively in a dynamic academic environment. Preferred Qualifications Experience in an academic setting, familiarity with university operations and commonly used academic software systems (e.g., Concur, Slate, Degree Works, Banner, Argos). Experience developing and maintaining procedural documentation. 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. Physical Requirements and/or Unusual Work Hours: Not specified. This position falls within hourly grade 11 and the range is $25.05 - $26.48/hr. The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity. #J-18808-Ljbffr