Administrative Assistant - Mother Cabrini Institute on Immigration

Posting Number:

20260226S

Location

Villanova, PA

Work Schedule:

part-time/12-months

Avg Hours Week:

20-25

Department:

983-Mother Cabrini Institute for Immigration

Position Summary

The Administrative Assistant - Mother Cabrini Institute on Immigration provides essential administrative support to ensure smooth daily operations. This role supports Institute staff by managing daily office operations, coordinating schedules, and providing detailed administrative support for meetings, events, and projects. In addition, the role assists with data management and tracking the activities and projects of the Institute. This position serves as a central hub of administrative and operational support for the Institute's initiatives and activities.

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.

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

Office Administration

• Manage day-to-day office operations, including ordering supplies, maintaining shared calendars, and organizing digital and physical files.
• Serve as the primary point of contact for general inquiries to the Institute, triaging messages and directing requests to appropriate staff members.
• Coordinate scheduling and logistics for meetings, events, and programs, including room reservations, catering requests, visitor access, and preparation of materials.
• Process routine administrative transactions such as expense reports, purchase requests, reimbursements, and invoices in accordance with University policies, partnering with the Office of the Provost staff.
• Assist with onboarding and administrative support for student workers, interns, or temporary staff, as applicable.
• Maintain accurate records related to Institute activities, contracts, meetings, and initiatives, including agendas, minutes, and follow up action items.
• Support travel planning for Institute staff and invited guests, including itineraries, documentation, and reimbursements.
• Ensure compliance with University administrative procedures and serve as liaison with central offices as needed (e.g., Provost's Office, Finance, Facilities, UCM).
• Provide regular staffing for the Institute office, ensuring a welcoming presence for visitors and timely response to phone, email, and walk in inquiries. This position does not allow for remote work.
• Provide administrative support for Director in leadership of Advisory Council.
• Maintain databases of contact information for relevant stakeholders.
• Assist with mapping immigration related activities taking place on campus and with community partners.
• Perform other duties and assist with projects as assigned.

Minimum Qualifications

Formal Education

• Bachelor's degree required

Work Experience

• Providing administrative support in an academic, nonprofit, or mission driven organization.
• Coordinating meetings, events, or programs, including scheduling, logistics, and follow up.
• Managing office communications, including email correspondence and responding to general inquiries.
• Maintaining records, databases, or contact lists with attention to accuracy and confidentiality.
• Assisting with basic financial or administrative processes such as expense tracking, reimbursements, or purchasing.

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

• Excellent organizational skills.
• Excellent professionalism, verbal communication, and writing and editing skills.

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