Villanova University
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Posting Details Default Section 20254321SAdministrative Assistant IIStaffVillanova, PAInternal/External Applicantsfull-time/12-months143-Psychological and Brain SciencesWorking with the Senior Administrative Assistant and under the supervision of the Department Chairperson, the Administrative Assistant II supports the Department of Psychological and Brain Sciences PBS by performing diverse administrative duties for its undergraduate and graduate programs, as well as the research and supporting activities of faculty and students.
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.Student Academic Records Management and Communication with Students & Prospective StudentsDevelop expertise in degree requirements for the PBS academic programs and use multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation.Maintain records of students minoring in psychology and communicate with them as neededAssist Graduate Program Director with tracking and updating graduate students' academic records, communicating with graduate students about important deadlines.Conduct preliminary review of graduate program applications and follow up with applicants to collect any missing materials.Assist the department chairperson with maintaining an accurate record of courses offered by the department.Coordinate and Manage Facilities-Related ActivitiesCreate and monitor requests for repairs and maintenance of department facilities and equipmentMaintain systems for scheduling select department facilitiesProcurement and Financial SystemsGenerate and process purchase orders for supplies and equipmentMake purchases using a procurement card and submit monthly expense reports.Process reimbursements and other payment requests for faculty, students, and visitorsAdhere to and ensure compliance with both existing & newly established purchasing policies and procedures.Event OrganizingAssist department leaders, faculty, and students in organizing and promoting department events internally and externallyGraduate Student Thesis ProcessingSupport graduate students in final thesis submission procedures, to ensure timely submission to the department and Office of Graduate Studies Perform technical formatting review of student theses using formatting rubric Solicit thesis evaluation feedback from thesis mentors and committee membersInformation Gathering and DisseminationAddress questions from students, prospective students, faculty, and staff in the office, via phone, and via email.Serve as liaison between PBS and other offices and departments by knowing the key functions of offices throughout campus and by possessing an understanding of best practices and University/College policies and procedures that influence departmental operations.Cultivate effective working relationships within the department and establish strong working relationships with other colleges and administrative departments.Disseminate new University, College and Department policies and procedures to PBS faculty, staff, and students.Keep up to date on procedures, protocols, and software tools relevant to academic department procedures.Document Maintenance and DistributionMaintain a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocolsAssist faculty in editing documents and distributing themCompile course syllabi for submission to the university's syllabus archivePerform Other Duties as AssignedFormal EducationH.S. Diploma or equivalent
Minimum Work ExperienceMinimum of 2 years' experience in an office environment with multiple coworkers
Work SkillsKeyboardingProficiency and experience learning new software systemsGood problem-solving skillsFormal EducationSome college experience
Work ExperienceMicrosoft Office Suite, including Excel
Work Skills Written & Verbal Communication Skills Good communication skillsStrong interpersonal skills Ability to multitask
Specific Job Knowledge Experience in higher education environment a plus03/24/2025Commensurate with experience.11non-exempt
Posting Number: Position Title: Position Type: Location: Recruitment Type: Work Schedule: Avg Hours Week Department: Position Summary: Duties and Responsibilities: Minimum Qualifications: Preferred Qualifications: Physical Requirements and/or Unusual Work Hours: Special Message to Applicants: Posting Date: Closing Date 11:59pm ET: Salary Posting Information: Salary Band: Job Classification:
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