Senior Administrative Assistant at Villanova University in Villanova, Pennsylvania

Job Description:

Villanova University

Posting Details

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Posting Details (Default Section)

Posting Number:	20244186S
Position Title:	Senior Administrative Assistant
Position Type:	Staff
Location:	Villanova, PA
Recruitment Type:	Internal/External Applicants
Work Schedule:	full-time/12-months
Avg Hours Week
Department:	185-Mathematics & Statistics
Position Summary:	The Senior Administrative Assistant reports to the Chairperson and is responsible for the daily management, operation and supervision of the Department of Mathematics and Statistics. Coordinates the advising process and all activities for the undergraduate math and statistics majors and minors, independent study sections and undergraduate internships. Works with the Assistant Chairperson on scheduling courses and part-time faculty assignments. Manages all Mathematics and Statistics budget accounts and procurement cards. Purchases capital equipment, makes departmental requisitions, reimbursements, all other department purchases and disbursements including grant administration. Coordinates the hiring and on-boarding process for all faculty and staff. Provides support to the Chair as department liaison/primary contact person with other University Offices. Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:	Provide assistance to undergraduate math and statistics majors and minors. Update, assign and maintain advisor list and student databases. Prepare and maintain undergraduate student folders. Revise and prepare First Year Undergraduate Student Booklet. Support Faculty with student advising using Degree Works, Advise, NOVASIS and Banner. Submit and track changes to students’ degree audits using the Degree Works Exceptions/Adjustments process. Certify students for graduation. Coordinate all faculty hiring, including position advertising, candidate visits, hiring budgets, reimbursements, and employee on-boarding. Update Departmental SharePoint accounts. Maintain employee databases, including home addresses, emergency contact information, office assignments, telephone numbers, office hours, faculty roster card schedules and committee assignments. Upload all Departmental course syllabi to the Provost syllabi archive. Generate reports and track departmental budget accounts including faculty travel. Use Novabuy ESM, Concur and PaymentWorks to manage all departmental expenditures, grant related administration, purchasing cards reconciliation, honoraria, requests for reimbursement, student stipends and on-boarding of new vendors. Complete adjunct payroll and overload payroll reports. Renew all institutional memberships and subscriptions. Plan departmental meeting agendas and summarize and post meeting minutes. In collaboration with the Program Coordinator oversee operations of the department including ordering supplies, maintaining office equipment, reserving rooms, trouble-shooting faculty and student issues, and planning departmental activities and events.
Minimum Qualifications:	High School diploma. 3-5 years related experience. Proficient in computer software applications. Strong organizational, problem-solving and interpersonal skills. Excellent oral and written communications. Ability to work independently and with discretion handling confidential matters. Professional and respectful when working with faculty, students, families, staff and other University employees.
Preferred Qualifications:	Some college preferred. Previous experience in an academic environment preferred. Familiar with Banner, NOVASIS, Degree Works, Advise, Novabuy ESM, PaymentWorks, People Admin and Zoom. Proficient in Microsoft Office.
Physical Requirements and/or Unusual Work Hours:	Must be able to lift 30 lbs. and sit for long periods of time.
Special Message to Applicants:
Posting Date:	10/25/2024
Closing Date (11:59pm ET):
Salary Posting Information:	Commensurate with experience.
Salary Band:	12
Job Classification:	non-exempt

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Supplemental Questions

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