Senior Administrative Assistant, Center for Access, Success and Achievement

Villanova University, United States

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

Posting Details

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Posting Details (Default Section)


Posting Number: 20243949S
Position Title: Senior Administrative Assistant, Center for Access, Success and Achievement
Position Type: Staff
Location: Villanova, PA
Recruitment Type:
Work Schedule: full-time/12-months
Avg Hours Week
Department: 702 - Center for Access Success and Achievement
Position Summary:
The Senior Administrative Assistant performs a variety of administrative duties in support of the department and students. Specific responsibilities include but are not limited to: Creating a welcoming and responsive experience for guests, managing CASA’s resource portfolio, inclusive of the Lending Library, answering phones and emails, responding to inquiries, maintaining files, ordering supplies, supporting team member workflows, prepares tuition remission and stipend approval forms for CASA graduate students. The candidate must be comfortable operating in a public facing position and serving as one of the first people someone sees when entering the center.
Having a service mindset, the selected candidate will need to be flexible, adaptable, and willing to perform both routine and non-routine tasks as needed. In addition to front desk support for CASA Office, this role will also provide direct support to the Director as well as direct support to the CASA team.
Duties and Responsibilities:
60% CASA Resource Management
  • CASA Lending Library as supervising manager for the CASA Lending Library, duties include: Cataloging utilizing the Library of Congress system for call numbers, provides maintenance and CASA staff training on the Folio Software for the lending library management. Other responsibilities include:

  • Scheduling and monitoring library access, enlists and schedules CASA staff assistance particularly at peak times in the semester.
  • Manage books for students to borrow and return each semester.
  • Partner with College of Professional Studies to sort book donations relevant for their use and CASA students.
  • . Providing reports to CASA Director for analysis, such as frequency of books checked out the number of specific titles in our collection, etc.
  • Meet with the Library Technologist regarding the number of books checked out and returned

    • 40% CASA Student Management
    • Works directly with the CASA coaches (VIEW, AAP, STOVS, WISE), etc. to support their caseload of students as it relates to programming and support of student growth and development as well as any critical needs.
    • Responsible for the purchasing and disbursement of laptops to CASA students and inventory management of the laptop and calculator lending program, including scheduling laptop refresh and any needed repairs with UNIT
    • Manage the Presidential Scholars with book cards. Including Amazon orders and digital purchases.
    • Oversee onboarding hiring process of graduate assistants and maintenance of their files and records. Process stipend payments and tuition remission. Collaborate with Senior Associate Director, in training and supervision of graduate assistants.
    • Complete Purchase Order and P-Card transactions and process invoices and undertake basic accounting transactions/reporting/reconciliation as assigned.
    • Assist the Director with budget management, analysis budget accounts and financial forecasting.
    • Photocopying, printing, collating, archiving, distributing mail/notices as needed.
    • Ensure CASA has all required supplies on hand and orders supplies/equipment as requested.
    • Facilitate and coordinate meeting scheduling for CASA staff, as needed.
    • Coordinates equipment contracts/repairs, facilities requests, office supply maintenance, service contracts as necessary.
    • Perform additional duties and assist with special projects as assigned.
    Minimum Qualifications:
    • Five years of administrative experience in an academic environment with progressively increasing responsibilities or any combination of skills, education and training which provides the necessary skills, abilities, and knowledge required.
    Preferred Qualifications:
    • Experience with managing multiple priorities, working independently and as part of collaborative team.
    • Excellent communication, interpersonal, and technological skills required to work effectively with a variety of individuals and groups.
    • Commitment to best practices in diversity, equity and inclusion.
    • Strong working knowledge with computer software packages, including MS Office, Google and Banner.
    • Attendance with programs and willingness to work flexible hours, including nights and weekend
    Physical Requirements and/or Unusual Work Hours:
    The Center for Access, Success and Achievement 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. The Senior Administrative Assistant provides support directly to students on campus.
    Special Message to Applicants:
    Posting Date: 03/11/2024
    Closing Date (11:59pm ET):
    Salary Posting Information:
    Commensurate with experience.
    Salary Band: G
    Job Classification: non-exempt

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