Administrative Assistant II

Administrative Assistant II

Company:
Villanova University

Job Location:
Villanova, 19085

Category:
Administrative Assistants

Type:
Full-Time

Posting Number: 20260243S

Location
Villanova, PA

Work Schedule: full-time/12-months

Department: 711-UTS - Senior Management Team

Position Summary

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.

The Administrative Assistant II provides advanced administrative and operational support to the Office of the CIO and the broader University Technology Services organization. This role is responsible for managing defined administrative and office operations independently, leveraging technical systems and digital tools to streamline workflows, reducing manual effort, and supporting efficient day-to-day operations.

Reporting to the Manager, Office of the CIO, this position plays a key role in enabling leadership effectiveness by assuming responsibility for routine operational coordination, systems-based administrative processes, and office logistics. The ideal candidate is highly organized, systems-oriented, and comfortable working in a technology-driven environment, with a strong ability to use tools and platforms to improve efficiency, accuracy, and consistency.

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

Administrative & Operational Support

• Provide comprehensive administrative support to the Manager, Office of the CIO, and assigned IT leadership.
• Manage routine administrative requests and inquiries, ensuring timely resolution and appropriate follow-up.
• Coordinate meetings, prepare agendas and meeting materials, and support documentation and follow-up actions supporting the Assistant Vice Presidents of Technology Services, and Project Management Office.
• Monitor Project Management Office Tier 1 and Tier 2 deadlines and facilitate coordination of meetings.
• Support meeting coordination for all IT Governance.
• Maintain accurate and well-organized digital records, documentation, and reference materials.
• Support scheduling, logistics, and coordination for meetings, events, and internal activities.
• Serve as a primary administrative point of contact for internal stakeholders.

Technology-Enabled Administration & Systems Support

• Use enterprise systems and digital tools to manage administrative processes and workflows.
• Maintain accurate data and records across multiple platforms, reducing reliance on manual tracking.
• Support system-based workflows for requests, documentation, onboarding, and coordination.
• Identify opportunities to streamline, standardize, or automate administrative processes.
• Maintain shared digital resources, including shared drives, forms, templates, and documentation.
• Ensure consistency, accessibility, and accuracy of administrative information across systems.

Office & Resource Coordination

• Support office operations and workspace logistics for IT locations as assigned.
• Assist with facilities coordination, space requests, maintenance requests, and office setup needs.
• Monitor and manage office supplies, equipment coordination, and related administrative resources.
• Support planning and coordination of internal meetings and events
• Maintain internal contact lists, administrative guidelines, and office reference materials.

Leadership Support & Workflow Enablement

• Assist the Manager, Office of the CIO with defined administrative and operational responsibilities.
• Help manage administrative workflow intake to ensure efficient routing and completion.
• Support preparation for leadership meetings and internal communications as requested.
• Take ownership of recurring administrative and coordination tasks to reduce operational burden on leadership.
• Perform other duties and assist with projects as assigned.

Minimum Qualifications

Formal Education

• High School Diploma or GED required

Work Experience

• 3-5 years of progressively responsible administrative, office operations, or support experience
• Experience working in a systems heavy, technology enabled, or operations focused environment

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

• Strong organizational and time management skills with attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities independently and meet deadlines
• Ability to exercise sound judgment and work with a high degree of professionalism and discretion
• Ability to work collaboratively with leadership, professional staff, and cross-functional partners

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

• Knowledge of administrative and office operations best practices
• Understanding of workflow coordination, records management, and information organization
• Ability to use technology and systems to streamline administrative processes and reduce manual effort
• Analytical, systems oriented- mindset with a focus on efficiency and accuracy

Equipment Knowledge

• Proficiency with Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel)
• Ability to learn and navigate multiple systems, platforms, and administrative tools
• Experience working with standard office equipment (computers, printers, scanners)

Other

• Ability to handle confidential information with discretion
• Ability to adapt to changing priorities in a fast-paced environment
• Ability to responsibly use AI enabled tools (such as generative AI, digital assistants, or automation features within enterprise platforms) to support administrative work, improve efficiency, and reduce manual effort, while exercising sound judgment, maintaining data confidentiality, and following University policies and guidelines.

Preferred Qualifications

Formal Education

• Associate's or Bachelor's degree

Work Experience

• Experience supporting a technology, IT, or operations-focused organization
• Experience in a higher education or service-oriented environment
• Experience supporting leadership or management roles

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

• Strong problem-solving skills and proactive approach to improving processes
• Ability to communicate clearly with both technical and non-technical audiences

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

• Familiarity with ticketing systems, workflow tools, or enterprise platforms
• Experience improving administrative workflows through system use or automation
• Understanding of office coordination, facilities support, or operational logistics

Other

• Demonstrated ability to identify opportunities for efficiency and process improvement

Physical Requirements and/or Unusual Work Hours

Tools, machinery, and equipment used: Computer, telephone, printers, scanners, and standard office equipment

Environmental conditions: (any unusual/adverse conditions such as exposure to chemicals, noise, illumination, air quality, weather exposure etc.). Office-based work environment

Physical requirements: (items such as lifting, pushing, pulling, standing, or sitting for extended periods of time, manual dexterity, walking etc.)

• Prolonged periods of sitting and computer use
• Occasional standing, walking, lifting, carrying, pushing, or pulling materials weighing up to twenty-five pounds
• Manual dexterity required for keyboarding and office equipment use

Salary Posting Information

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.

Salary Grade
11