"Administrative Assistant II"

Administrative Assistant II

Company: Villanova University

Job Location: Villanova, 19085

Category: Administrative Assistants

Type: Full-Time

Posting Number: 20260009S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 143-Psychological and Brain Sciences

Position Summary

Ignite Your Career at Villanova University! Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

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 2025 "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.

Working with the Senior Administrative Assistant and under the supervision of the Department Chairperson, the Administrative Assistant II supports the Department of Psychological and Brain Sciences (PBS) by performing diverse administrative duties for its undergraduate and graduate programs, as well as the research and supporting activities of faculty and students.

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

Student Academic Records Management and Communication with Students & Prospective Students

• Develop expertise in degree requirements for PBS academic programs (both undergraduate and graduate) and use multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation.
• Review and process applications for Psychology minor declarations.
• Maintain records of students minoring in psychology and communicate with them as needed.
• Assist Graduate Program Director with tracking and updating graduate students' academic records, communicating with graduate students about important deadlines.
• Conduct preliminary review of graduate program applications, including verification of completeness and accuracy, and follow up with applicants to collect any missing materials.
• Support graduate admissions review by compiling detailed applicant credential summaries (e.g., undergraduate institutions, overall GPA, Psychology GPA) in a structured spreadsheet.
• Assist the department chair with maintaining an accurate record of courses offered by the department.

Event Organizing

• Assist department leaders, faculty, and students in organizing and promoting department events internally and externally.
• Oversee 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.
• Independently manage post-visit administrative processes, including collecting and reconciling receipts, preparing reimbursement documentation, and ensuring compliance with institutional policy.

Procurement and Financial Systems

• Generate and process purchase orders for supplies and equipment.
• Make purchases using a procurement card and submit monthly expense reports.
• Process reimbursements and other payment requests for faculty, students, and visitors.
• Adhere to and ensure compliance with both existing & newly established purchasing policies and procedures.
• Coordinate with Office of Graduate Studies staff to ensure timely processing of reimbursements associated with graduate student travel awards.

Graduate Student Thesis Processing

• Support graduate students in final thesis submission procedures, to ensure timely submission to the department and Office of Graduate Studies Perform technical formatting review of student theses using an established rubric, provide detailed feedback to students, and review revised submissions through multiple iterations as needed.
• Perform technical formatting review of student theses using an established rubric, provide detailed feedback to students, and review revised submissions through multiple iterations as needed.
• Work closely with Office of Graduate Studies staff to manage post-thesis submission processes, including submission for binding and degree certification.
• Solicit thesis evaluation feedback from thesis mentors and committee members.

Coordinate and Manage Facilities-Related Activities

• Create and monitor requests for repairs and maintenance of department facilities and equipment.
• Maintain systems for scheduling select department facilities.
• Coordinate with administrative staff in the Fitzpatrick College of Nursing for use of shared spaces in Iadarola.

Information Gathering and Dissemination

• Address questions from students, prospective students, faculty, and staff in the office, via phone, and via email.
• Serve as liaison between PBS 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.
• Cultivate effective working relationships within the department and establish strong working relationships with other colleges and administrative departments.
• Disseminate new University, College, and Department policies and procedures to PBS faculty, staff, and students.
• Keep up-to-date on procedures, protocols, and software tools relevant to academic department procedures.

Document Maintenance and Distribution

• Maintain a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocols.
• Assist faculty in editing documents and distributing them.
• Compile course syllabi for submission to the university's syllabus archive.

Perform Other Duties as Assigned

Minimum Qualifications

Formal Education

• 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 with multiple coworkers.

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

Work Experience

• Work experience in higher education environment a plus.

Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)

• Familiarity with commonly used academic software systems (e.g., Concur, Slate, Degree Works, Banner, Argos).
• Experience developing and maintaining procedural documentation.

Salary Posting Information

This position falls within hourly grade 11 and the range for this position 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.