Administrative Assistant II

Villanova University, United States

Updated: about 18 hours ago
Location: Villanova, PENNSYLVANIA
Deadline: ;

Posting Details

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Posting Details (Default Section)


Posting Number: 20243950S
Position Title: Administrative Assistant II
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Avg Hours Week
Department: 361-Residence Life Office
Position Summary:
The Administrative Assistant in the Office for Residence Life provides primary administrative support for the Office for Residence Life. This position will also be responsible for providing support for office operations, including but not limited to budget support, and providing administrative support to the Assistant Director for Residential Education and Director for Residential Programs across a variety of functions.
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 administrative support to the Office for Residence Life. Administrative responsibilities include:
    • Answer telephones and respond to inquiries or direct to appropriate office personnel.
    • Welcome and manage walk-in traffic, utilizing best practices in customer service.
    • Stay informed of all departmental functions.
    • Respond to general office policy questions.
    • Assist in the collation and dissemination of office mailings and other informational materials.
    • Manage the Office for Residence Life general email account.

  • Office and budget support:
    • Maintain inventory of departmental office supplies in Stanford office, Area Coordinator offices, and RA Resource Room; ordering and re-stocking supplies as needed and approved.
    • Coordinate educational programming reimbursements and other departmental reimbursements, as needed.
    • Assist with budget transfers and invoice management.
  • Provide administrative support to Director for Residential Programs, Assistant Director for Residential Education, and student programming and training initiatives including:
    • Assist in the coordination of various aspects of RA recruitment, selection and training.
    • Assist in the coordination of departmental special events.
    • Support community building programs in accordance with the departmental mission to provide an educationally purposeful living community.
    • Assist with Departmental and Residence Hall Association large scale training and programming events through submitting reservation and service requests, ordering supplies, and occasionally assisting at events.
    • Organize and distribute fliers and information to the RA and Residence Hall Association students, as needed.
  • Student employee supervision:
    • Coordinate recruitment and hiring of student employees in collaboration with Directors and Assistant Directors.
    • Develop and disseminate work schedules.
    • Train student office assistants on managing phone calls and responding to walk-in questions.
    • Manage student time records and submit to Payroll.
  • Perform additional duties and assist with special projects as assigned.
Minimum Qualifications:
  • High school diploma required.
  • Understanding of general office procedures.
  • Must convey highest degree of professionalism, be a team player, and have strong attention to detail.
  • The individual must have a deep commitment to the flourishing of Villanova University, its students and mission, and an understanding of Villanova’s Augustinian and Catholic values and how these values inform our interactions with internal and external constituents.
  • 2-3 years relevant experience.
  • Ability to effectively manage and respond to customer service inquiries and problems; competence in managing details and working independently; ability to manage multiple tasks effectively in a high traffic and busy work environment.
  • Excellent written and verbal communication skills.
  • Excellent collaboration and interpersonal skills.
  • Computer literacy in Microsoft Office programs.
  • Demonstrated familiarity with and sensitivity to cultural diversity concerns and anti-racism.
Preferred Qualifications:
  • Certification from relevant vocational, business or associate’s program or bachelor’s degree.
  • Experience managing budgets.
  • Experience in higher education and customer service.
  • Experience with Banner.
Physical Requirements and/or Unusual Work Hours:
The Office for Residence Life is a high-traffic and busy work environment with multiple peak periods of work activity across the calendar year. Interruptions of work tasks to attend to phone or walk-in inquiries are the norm. Customers, including resident students and their parents, who call frequently with problems, complaints and concerns that must be addressed with courtesy and accuracy.
Special Message to Applicants:
Posting Date:
Closing Date (11:59pm ET):
Salary Posting Information:
Commensurate with experience.
Salary Band: G
Job Classification: non-exempt

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