"Finance and Administration Coordinator"

Position Summary

Reporting to the Director of Finance and Administration for the college, the Finance and Administration Coordinator manages the faculty payroll process, handles office and instructional purchasing, provides reports as needed to the Director of F&A, and performs other related financial and administrative duties for the College. This position provides high-level support across various critical processes with high expectations for detail-oriented administrative support.

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

• Prepare and submit semester adjunct credit payroll templates and non-credit monthly payroll templates under the guidance and approval of the Director of Finance & Administration.
• Work closely with the Office of the Provost to develop the summer payroll timeline and college counterparts to initiate, collect, prepare, review, and submit summer session payroll. Communicate with counterparts in other colleges and University departments to address any payroll questions or issues
• Prepare and deploy "Statements of Work" via Adobe Sign, for faculty teaching courses in the College, for the Summer Sessions, and for Program Directors/Coordinators as needed. Monitor completion and follow-up as needed.
• Facilitate supplemental pay requests, honorariums, and independent contractor payments.
• Responsible for all Procurement processes, including but not limited to submitting purchase order requisitions, paying invoices, ordering course material for faculty and students and ordering office supplies, and vendor onboarding,
• Track incoming and outgoing ACH, wire payments and/or physical checks to and from the college with third-party vendors.
• Help with monthly P-card reconciliations for college leadership as needed.
• Manage process for posting new or open positions within the college for student employees.
• Run monthly slate application fee reports and allocate revenue appropriately.
• Assist College Director of Finance & Administration as needed with quarterly year-end projection reporting.
• Create and submit fund and budget transfers between college and university cost centers
• Monitor College inboxes - responding to questions as applicable and routing to the appropriate team member.
• Responsible for all College supply orders (nametags/badges/copier toner/etc.) and distribution upon arrival.
• Submit Facilities and Maintenance requests as needed for all staff members.
• Assist with administrative tasks related to events (i.e., making nametags, ordering programs, etc.)
• Assist with onboarding process for new staff.
• Deliver mail daily.
• Monitor copy machines and other shared office spaces to ensure functionality.
• Answer main phone lines and route calls appropriately.
• Enter staff paid time off into Banner each month.
• Perform additional duties and assist with special projects as assigned.
• Participate in events with CPS on occasional nights and weekends.

Minimum Qualifications

Formal Education

• Bachelor's degree required.

Minimum Work Experience

• Minimum one year of administrative and/or project management experience with a focus on finance, payroll and/or administration in a business or academic setting.

Specific Job Knowledge

• Keen understanding of academic finance and payroll processes, operational procedure and technical knowledge.
• Excellent written and verbal communication skills with the ability to communicate professionally and support a variety of constituents in person and virtually.
• Strong organizational, project management and problem-solving skills with a sharp attention to detail.
• Must be a self-starter with the ability to handle a fast-paced environment and manage multiple projects/tasks with varied deadlines and minimal supervision.
• Ability to work as part of a team, and support all aspects/functions of the College of Professional Studies.

Work Skills

• Proficiency in all standard computer applications, with a high aptitude in Microsoft Word and Excel, as well as a general comfortability with all other Microsoft office products. General knowledge of office principles and procedures is required.
• Computers and all related programs used by the University.

Preferred Qualifications

• Knowledge of instructional technology (i.e., CRM Systems, Cloud based data storage, i.e. One Drive, SharePoint, LMS applications, Zoom/Collaborate, etc.) is preferred.
• Experience with Banner and/or Concur also preferred.

Physical Requirements and/or Unusual Work Hours

• Participate in events with CPS on occasional nights and weekends.

Salary Posting Information

This position falls within grade 12 and the range for this position is $27.58-29.12/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.