"Administrative Business Assistant"

Administrative Business Assistant

Company: Villanova University

Job Location: Villanova, 19085

Category: Business and Financial Services

Type: Full-Time

Posting Number: 20260027S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 775-Athl - Intramurals

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 Business Assistant provides high-level administrative, operational, and customer support for the Office of Fitness & Recreation across all Villanova campuses, including Cabrini. This role supports professional staff, student employees, and leadership by coordinating communications, maintaining records, supporting hiring and training processes, and ensuring that daily office and program operations run smoothly and in compliance with University policies.

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 Operations & Customer Support

• Serve as the primary administrative contact for the Office of Fitness & Recreation.
• Respond to calls, emails, comments, feedback, and inquiries from students, staff, and community members.
• Support Directors and Coordinators with scheduling, communications, and administrative coordination.
• Schedule meetings, manage calendars, and prepare materials as needed.
• Sort mail, deliveries, and distribute materials.
• Provide staff with information, materials, and supplies needed for daily operations.
• Assist in the planning and implementation of employee trainings.

Administrative, Staffing & Compliance Support

• Track onboarding, certifications, clearances, permissions, training, role changes, and separation of student, casual, and part-time employees.
• Assist with recruitment, onboarding, and training logistics.
• Maintain digital and physical personnel and program files.
• Compile meeting minutes, end-of-year reports, engagement statistics, and operations manuals.
• Maintain Fitness & Recreation injury logs and coordinate post-injury communications.
• Support compliance with University policies and procedures.

Financial & Business Office Support

• Serve as the primary liaison to the Athletics Business Office for contracts, waivers, purchasing, transactions, and insurance claims.
• Assist with office orders, purchasing requests, and financial transaction tracking.
• Support responsible use of departmental funds.

Engagement & Event Support

• Assist with event planning, logistics, and coordination.
• Support website updates and the creation and distribution of promotional and informational materials.

Other

• Perform other duties and assist with projects as assigned.

Minimum Qualifications

Formal Education

• High school diploma or equivalent required.
• First Aid, CPR, and AED certification (must be obtained within a specified period after hire).

Work Experience

• 0-2 years of experience in administrative support, customer service, office operations, campus recreation, athletics, or a related environment.
• Relevant student employment, internships, or graduate assistantships may be counted toward experience.
• Experience working in a customer-facing or student-facing environment.

Work Skills

• Strong customer service and interpersonal skills.
• Ability to organize, track, and maintain accurate records.
• Ability to handle multiple tasks and shifting priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Ability to work collaboratively with professional staff and student employees.

Specific Job Knowledge

• Basic understanding of office operations, record keeping, and administrative processes.
• Interest in campus recreation, athletics, or student engagement environments.
• Commitment to professionalism, confidentiality, and accuracy.
• Proficiency with basic computer applications, including email, Microsoft Word, and Excel, and the ability to learn scheduling, timekeeping, and recreation management systems.

Other:

• Some early morning, evening, and weekend hours are required based on program and operational needs.

Preferred Qualifications

Formal Education

• Associate's degree, bachelor's degree, or coursework in business, administration, sports management, recreation, or a related field.

Work Experience

• Experience working in a campus recreation, athletics, student affairs, or higher education office.
• Experience supporting hiring, scheduling, or payroll processes.
• Experience working in an environment with high volumes of student employees.

Specific Job Knowledge

• Familiarity with University or departmental policies and procedures.
• Experience supporting compliance, record keeping, or customer service in a higher education setting.

Physical Requirements and/or Unusual Work Hours

• Some early morning, evening, and weekend hours are required based on program and operational needs.

Special Message to Applicants

This position will be available June 2026.

Closing Date (11:59pm ET) 03/20/2026

Salary Posting Information

This position falls within salaried grade 11 and the range for this position is $25.05-26.48/hour. 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