Assistant Director of Graduate Program Operations

Villanova University, United States

Updated: 1 day ago
Location: Villanova, PENNSYLVANIA
Deadline: ;

Posting Details

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Posting Details (Default Section)


Posting Number: 20260406S
Position Title: Assistant Director of Graduate Program Operations
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Avg Hours Week
Department: 201-Dean-Engineering
Position Summary:
The Assistant Director of Graduate Program Operations is responsible for managing the daily operations of all post-Baccalaureate (Graduate) programs within the College of Engineering (CoE). This role ensures the seamless administration of a diverse portfolio of programs, including BS/MS, MS (full- and part-time), PhD (full- and part-time), Certificates, and non-credit offerings (both online and in-person). The role ensures responsive student services, clear and consistent procedures, financial stewardship, and collaborative partnership with university stakeholders.
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:
Enrollment and Systems Operations
  • Develop and assist in the implementation of consistent enrollment procedures in collaboration with academic departments to ensure timely advising and comprehensive student support.
  • Manage critical processes, including the Graduate Assistant (GA) Offer Letter request and release, and the I-20 Visa process for international students, in partnership with University offices


Program Management and Administration
  • Manage operational aspects of the PhD program, including ongoing assessment to ensure streamlined processes for qualifying exams, proposal defenses, dissertation defenses, and degree verification using institutional software.
  • Enhance and manage operational processes for BS/MS, MS, and Certificate programs, including student tracking, course scheduling, academic audits, and graduation lists.
  • Apply academic policies and procedures to ensure consistent program administration and departmental, college, and university compliance.
  • Work with other Villanova colleges and UTS to establish university-wide norms, and disseminate best practices for shared systems
  • Participate and contribute as a resource for University wide CRM and Data Integrity committees around student data. Provide technical feasibility input as well as assisting in the evaluation and implementation of new software components to admission information systems.

Financial and Management
  • Manage budgets for Graduate Endowed Fellowships and Tuition Remission Credits, in a integrated workflow with the College Finance and Administration team.
  • Manage financial records for expenditures, and tuition remission allocation for GAs, including coordinating with the Finance Office on Tuition Remission submissions and with the Office of Research Administration on grant-related student activities.
  • Directly supervise the Graduate Assistant for Graduate Studies.

Graduate Student Life
  • Supports CoE graduate students with quality-of-life matters and provides guidance and referrals to resources and services outside the purview of the Dean’s Office. Partner with the Grad Center to maintain an intentional portfolio of services at the college and university level.
  • Staff representative to the CEER Graduate Club, PhD and MS Committees, and other College and University committees relevant to graduate students.
  • Supports the Assistant Director of Graduate Admissions and Recruitment at recruiting event to promote graduate programs.
  • Serves as Chair of the College Committee on Graduate Student Events.

Percentage of Time & Responsibilities
  • 30% Management and continuous improvement of processes related to Graduate Students in CoE. Primary functions include onboarding and advising graduate students, organizing PhD Advisor/fund matching and overseeing the utilization of university data systems, such as personnel data and degree audit tools in partnership with CoE administration and University stakeholders.
  • 20% Responsible for managing the office finances and record-keeping. This includes maintaining and managing financial records for the graduate program expenditures, tuition remission allocation for GAs and endowed fellowships. Coordinating appropriately with the Office of Research Administration regarding the grant-related activities of CoE PhD students.
  • 15% Management of PhD program activities including coordination of qualifying examinations and their review, coordination of proposal defenses and dissertation defenses, verification of degrees and audit compliance.
  • 15% Serve as the point of contact for graduate student support and work with the graduate activities committee and graduate student groups across campus to continuously improve the graduate student experience.
  • 10% Manage and optimize key graduate academic and administrative processes, including MS and PhD degree completion and the I-20 issuance process for international students. Coordinate and execute the Graduate Assistant (GA) offer and onboarding process as well as facilitate tuition remission submission. Serve as the primary point of contact for GA onboarding within the CoE.
  • 5% Management of Graduate Studies Graduate Assistant.
  • 5% Perform other duties and assist with projects as assigned.
Minimum Qualifications:
Formal Education
  • Bachelor’s Degree required


Work Experience
  • 3 years of work experience

Work Skills
  • Must be a team player with strong writing, interpersonal, organizational, project management and planning skills. Must be a flexible, upbeat, energetic self-starter who enjoys collaboration with a wide variety of constituencies (departments, college, university partners, potential students, and students, etc.).
  • Must have strong communication, problem-solving and decision-making skills with the ability to maintain excellent relationships. The individual must be able to work independently as well as with others in a productive manner. Must have the ability to handle multiple tasks, priorities, and deadlines in a fast-paced, multifaceted environment.
  • Must have a deep commitment to the well-being of the University, a commitment to the University’s mission and heritage, and to serving the needs of a diverse community.

Specific Job Knowledge
  • Knowledge and experience with higher education management software

Equipment Knowledge
  • Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, SharePoint, etc.)
  • Zoom and other videoconferencing services
Preferred Qualifications:
Work Experience
  • Higher Education experience


Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)
  • Understanding of budget management

Equipment Knowledge
  • Experience with Ellucian/Banner or similar ERP system(s)
  • Experience with DegreeWorks or similar degree auditing tool(s)
  • Experience with Softdocs or similar document management platform(s)
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Ignite Your Career at Villanova University!

Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!
Villanova is a Carnegie-classified doctoral university. From its founding in 1842 to its position today as a nationally recognized leading university, Villanova University has forged a path of academic excellence. The University is in the Philadelphia metropolitan area, home to a large concentration of universities, industries, and government labs.
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 2023 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff and administrators. The UNITAS Office of Community Enrichment works to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups.
Villanova’s most precious asset is our people. Even as a part-time employee, you will receive access to certain benefits, including tuition assistance and more .
Please submit your application at: https://jobs.villanova.edu/ .
Application packages must include:
  • Cover Letter
  • Curriculum Vitae
  • Names and contact information of three references


The review process will begin immediately and will continue until the position is filled.
Posting Date: 08/25/2026
Closing Date (11:59pm ET):
Salary Posting Information:
This position falls within salaried grade 13 and the range is $52,000-65,100. 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
Job Classification: exempt

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