Operations Coordinator, VSB Undergraduate Programs

Operations Coordinator, VSB Undergraduate Programs

Company: Villanova University

Job Location: Villanova, 19085

Category: Business and Financial Services

Type: Full-Time

Posting Number: 20260158S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 257-Clay Center

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.

Reporting to the Director of Operations & Strategy, Undergraduate Business Programs in the Villanova School of Business, the Operations Coordinator plays a critical role in the execution and tracking of business operations and related financial processes for the Clay Center and O'Donnell Center for Professional Development. The Coordinator supports the Director and senior leadership, overseeing functions such as financial tracking and reconciliation, compliance with policies and guidelines, assisting with the oversight of cost management for the entire undergraduate business program portfolio, and enhance the efficiency of the Centers' front office and business operations. The Coordinator oversees the management of the front desk operations across two different physical locations including but not limited to: hiring, training, and supervising staff; managing student worker office schedules per semester; and approving time. This position supports all business operations for the Clay and O'Donnell Centers, and provides regular day-to-day support to ensure effective administrative functioning of Centers. This position is a fully in-office position without the possibility of regular remote work.

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

Business Operations Expense Management:

• Manage and maintain compliance with fiscal policies, including but not limited to: purchasing policies, business travel guidelines, and expenditures, for the Undergraduate programs portfolio of activities. Develop strong working relationships with colleagues within Central Offices such as VSB Dean's Office, Procurement, and the Controller's Office.
• Maintain detailed tracking of expenditures for all Undergraduate Business Program funding sources and reconcile financial tracking with Banner financial data. Alert senior leadership to variances, important trends across expense types, and flag concerns.
• Consistently communicate with the Director, Operations & Strategy and VSB Dean's office as requested regarding all expenditures.
• Independently manage the end-to-end vendor process from contract development through final payment, ensuring a seamless experience which includes but is not limited to onboarding, coordination of required documentation and timely payment, while maintaining positive vendor relationships.
• Serve as the liaison to Dean's Office for all contracts/external vendors, including routing tracking, and supporting approvals as applicable.
• Maintain working knowledge of all University spending and purchasing guidelines and policies and ensure Undergraduate Business Program employees stay in compliance using effective communication strategies.
• Proactively monitor, interpret, and communicate policy changes (procurement, contractual, travel, financial) to the undergraduate programs team and partner with VSB senior leadership to ensure policy compliance.
• Maintain records of all contracts, agreements, PO, invoices, certificates of insurance, student waivers, etc., in accordance with the University's record retention policies.
• Manage Risk Management waivers and related agreements for functions within undergraduate programs.
• Under the direction of the Director, process all transactions related to student experiences.
• Oversee the compensation for instructional staff for B2B (Backpack to Briefcase) curriculum.
• Process journal entries and labor redistributions as needed.

Front Office Operations and Administrative Support for the Undergraduate Business Programs:

• Provide general administrative support to the O'Donnell Center for Professional Development and Clay Center including liaising with other key stakeholders to execute initiatives and the program's mission.
• Uphold VSB's commitment to exceptional customer service and an inclusive, welcoming environment by ensuring front desk staff consistently provide high quality, individualized service to all members of the community. Provide accurate information and support to students, families, and campus partners.
• Partner with internal VSB teams and HR to hire and onboard front desk employees. Create a positive culture and training processes to support high traffic at the program's front desks.
• Recruit, train, and supervise student workers; coordinate front desk staffing schedules in support of all undergraduate programs' functions, ensuing reliable coverage and consistent service experience. If the front desk cannot be staffed by student workers, step in as the front desk administrative support staff.

Engagement Management:

• Monitor and manage the general email account, responding promptly and professionally or routing inquiries to appropriate staff as needed;
• Collaborate closely with the Director to support ad hoc and special projects, including but not limited to Senior Celebration, First-Year Experiences, Backpack to Briefcase (B2B) programs, and other undergraduate program signature initiatives.
• Provide ongoing support to the Director, Operations & Strategy and senior leadership as needed.
• Perform additional duties and assist with special projects as assigned.

Minimum Qualifications

• Bachelor's degree required; equivalent years of education and experience, in addition to the minimum work experience listed below, may substitute for the degree requirement
• 3 years of related office experience required
• Strong people and program/project management skills
• Experience with supporting budgets and financial processes
• Team player with a highly collaborative style and ability to work cooperatively with various constituencies, including students, faculty, administrators, professional staff, alumni, and employers
• Ability to manage initiatives independently in a fast-paced environment
• Understands the needs of undergraduate students including the ability to relate to and develop professional relationships with students
• Strong written and verbal communication skills
• Proactive approach with excellent organizational skills and attention to detail
• Solid technology skills and aptitude and ability to quickly to adapt to new platforms
• Strong command of Microsoft Office Suite databases and project management tools

Preferred Qualifications

• Experience working in higher education with students and/or experience working in non-profit or foundation settings
• Supervisory experience
• Experience with procurement systems (i.e., Concur) preferred

Physical Requirements and/or Unusual Work Hours

• Occasional evening commitments during academic year.

Special Message to Applicants

Review of applications will begin immediately and will continue until position is filled.

All applications must include the following:

• Resume
• Cover Letter
• Names of three (3) references

Salary Posting Information

This position falls within salaried grade 13 and the range is $51,000-63,800. 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 13