Administrative Assistant I Job at Villanova University
Posting Number:
20233564S
Position Title:
Administrative Assistant I
Position Type:
Staff
Location:
Villanova, PA
Recruitment Type:
Internal/External Applicants
Work Schedule:
full-time/12-months
Avg Hours Week
Department:
142-Political Science
Position Summary:
The Administrative Assistant I provides support in the area of student services and coordinates study abroad requests, undergraduate internships and transfer credits; maintains department records; manages student compliance reports; maintains the Political Science office; provides administrative support to faculty; manages student correspondence and handles student correspondence and walk-in questions as they arise; and serves as the primary liaison to 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.
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:
- Proactively manage student and department records: generate and maintain student compliance reports and distribute to faculty during advising periods; maintain syllabus database; manage study abroad course requests; manage undergraduate internship applications; manage transfer credit requests; manage major and minor declaration forms and assign advisors to majors; maintain undergraduate advisor spreadsheet; manage expenses, maintain expense records, and manage schedule for academic job search candidates; manage and distribute department mail.
- Prepare the undergraduate graduation list for spring, summer and fall, including double and triple majors, and advise the Chair on any obstacles to certification; maintain database of Political Science minors and certify minors for graduation.
- Present a professional, engaging, welcoming attitude to students and faculty; answer student and faculty questions from walk-ins as they arise; answer telephone and email queries as they relate to the department and its programs.
- Manage and distribute email correspondence to department majors and faculty; maintain e-mail distribution to the list of majors, minors, and faculty; maintain department website and social media accounts.
- Maintain the appearance of the Political Science Department office; order, monitor and maintain office supplies; maintain storage room; maintain department copier; maintain department bulletin boards.
- Manage two work study students assigned to the Political Science Department.
- Schedule rooms for special events; coordinate periodic department social functions.
- Perform additional duties and assist with special projects as assigned.
Minimum Qualifications:
- High school diploma or equivalent required.
- 2+ years administrative office experience required.
- Excellent computer skills, including proficient knowledge of Microsoft Office Suite (Outlook, Word, Excel).
- Excellent oral, written, organizational and interpersonal skills; ability to exercise independent judgement and work proactively to address problems as they arise; ability to balance multiple tasks; professional, inviting demeanor in interaction with faculty, staff, students and other departments.
Preferred Qualifications:
- Bachelor’s degree preferred.
- Previous experience working in an academic environment preferred.
- Working knowledge of CAPP preferred.
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date:
02/20/2023
Closing Date (11:59pm ET):
Salary Posting Information:
Commensurate with experience.
Salary Band:
F
Job Classification:
non-exempt
References Needed
References Needed
Minimum Number of References Needed
3
Maximum Number of References Needed
3
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