Executive Administrative Assistant

Company: Villanova University

Job Location: Villanova, 19085

Category: Executive Assistants

Type: Full-Time

Posting Number: 20254467S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 291-Dean - Enrollment Management

Position Summary: The Executive Administrative Assistant provides high level administrative support to the Dean of Enrollment Management and other members of the Enrollment Management leadership team. The position is also responsible for managing all the division's budgets including quarterly filings, invoice and vendor contracting support and year end projections. The position will also manage all administrative functions of the Office of Enrollment Management, including the daily schedule of the Dean, and other leadership team members as needed, answer and respond to phone calls and emails and communicate messages and information to the Dean, organize and prepare all arrangements for meetings, coordinate travel including itineraries, develops processes and systems to ensure efficient and effective functioning of the Dean's office, manages, organizes, and maintains all Dean's Office files. Additionally, the position serves as the Dean's Office liaison to internal constituents and maintains communication with key external constituents such as alumni, prospective students, high school counselors and principals, while maintaining high-level awareness and sensitivity to appropriately recognize, prioritize, and engage key constituents and other stakeholders as frequent first point of contact with the Enrollment Management Office (office reception, phone, email, etc.). Assists with management of strategic projects by providing administrative and planning functions for the Posse Program and Scholars, the Augustinian Scholarship Program, the Caritas Scholarship Program, the Gibson Scholarship Program, and the O'toole Scholarship Program. Provide management of division's budget, and process all procurement card statements, expense reporting, and reimbursements for the Office of Enrollment Management. Works with multiple projects and initiatives across the Division of Enrollment Management as needed.

Duties and Responsibilities

• Manages and maintains professional calendars for the Dean and Vice Dean, which requires internal and external interaction to coordinate a variety of meetings. Coordinates scheduling, meeting arrangements (reserves meeting space, catering, formal and electronic invitations, RSVP's), itineraries, and travel for the Dean. Manages the workflow of the Dean to ensure a smooth daily workflow.
• Gathers information and prepares briefings on meetings for the Dean which detail all pertinent information (meeting purpose, background information, historical relationships, speaking points, goals, and attendee lists, etc.) depending on the nature of the meetings/events.
• Provides division budgetary support including initiation and review of transactions in accordance with fiscal policies, supports leadership in budget development and projections, and demonstrates consistent resource stewardship. Organizes and maintains the division's many vendor contracts and invoices.
• Processes budget approvals as the Dean's proxy. Runs budget reports for the Dean and all budget lines of Enrollment Management and keeps monthly budget reports for the dean. Works with Vice Dean to prepare and review the quarterly YEPS reports for Dean's review and approval.
• Provides additional administrative support to Enrollment senior leadership as needed.
• Manages, organizes, and maintains all Dean's Office files. Processes procurement card statements, expense reports, and requests for payment and reimbursement for the Dean. Manages the provision and maintenance of all office supplies and technological equipment for the Dean.
• Assists with management of strategic projects by providing administrative and process management functions for the Posse Program and Scholars, the Augustinian Scholarship Program, the Caritas Scholarship Program, the Gibson Scholarship Program, and the O'toole Scholarship Program.
• Advances and supports open communication between all parties who support the Dean's Office, including Associate Deans of the Colleges, Directors and University leaders. Attend meetings and prepare notes, and minutes for the periodic meetings and needed by the Dean. Responds to inquiries and requests from offices across campus and other external constituencies.
• Perform additional duties and assist with special projects as assigned.

Minimum Qualifications

Formal Education

• Associate degree or bachelor's degree required.

Minimum Work experience

• Minimum five years experience providing support at an executive level in an academic/university setting, or similar professional environment.
• Advanced training in business related software includes word processing, spreadsheets, and computer databases.
• The position of Executive Administrative Assistant requires involvement with high-level contacts and exposure to sensitive information necessitating considerable use of tact, diplomacy, discretion, and judgment.
• The individual should have outstanding interpersonal and organizational skills and should present a professional image and demeanor that represents the Office of Enrollment Management, the Dean, and the University.
• The individual must also be flexible with the ability to handle multiple tasks and projects yet show special attention to detail and work independently in an office that deals with sensitive and timely information.
• The individual must have thorough knowledge of office management and procedures, including knowledge of budgetary and procurement processes.

Salary Posting Information

This position falls within hourly grade 14 and the range for this position is $35.22-36.26/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.