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Administrative Assistant

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Please see Special Instructions for more details.

This is temporary position for 2017-2018 academic year with the possibility of becoming a permanent position in the future. Hours will be approximately 8:00AM-3PM with a 1 hour lunch break.

Posting Details

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Posting Details (Default Section)

Posting Number: 201700058T
Position Title: Administrative Assistant
Position Type: Temp/Intern
Work Schedule: PT/12 Month
Approximate Number of Hours per Week Approximately 20-30 hours per week
Department: 216-Dean - Villanova School of Business
Position Summary:

Reporting to the Executive Administrative Assistant, the administrative assistant will serve as the representative of the Dean’s Suite by providing outstanding reception to visitors, faculty, staff and students requiring assistance. This role will provide administrative support to the Villanova School of Business (VSB) Dean’s Office including: refining office management and supply systems to continuously improve effectiveness and efficiency, provide administrative support in the management, maintenance and control of the office, process requests for the online procurement system, ensure that all guests to VSB have a positive experience, and positively position VSB and further its initiatives. This position will serve as a back-up to the Coordinator, Dean’s Office as needed.

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:

Answers the main Dean’s Office telephone line during business hours. Provides callers with helpful and professional connections, information, and message-taking. Provides administrative support for the office by receiving and sorting all incoming mail, including private parcel delivery service. Supports the Executive Administrative Assistant with administrative tasks such as: planning meetings, organizing lunches, processing mailings which includes VSB gift acknowledgement letters, room scheduling, assistance with scheduling meetings for the dean by analyzing outlook calendars and teaching schedules. Participates on the FUN Committee, The St. Thomas of Villanova Day of Service committee and the St. Thomas of Villanova One Book Committee. Assists with VSB Faculty/Staff meetings.

Greets all visitors to the Dean’s Office (students, faculty, administrators, parents, donors, Corporate/Business leaders) and promptly assists each visitor in a cordial and professional manner. Offers visitors to the Dean’s Office a beverage upon their arrival, and ensures that participants at meetings have beverages as requested. Informs Dean’s Office staff of scheduled meeting arrivals, and assists non-scheduled drop-ins with a wide range of questions. Directly assists visitors when appropriate, or directs visitors to the appropriate party within VSB.

Manages ordering, payment, and organization of all Dean’s office supplies. Ensures that all staff within the Dean’s Office have appropriate supplies; monitors inventory; and proactively ensures that office supply needs are consistently met. Manages supply room and its organization. Manages ordering, payment, and organization of all supplies. Tracks staff vacation balances.

Manages the Dean’s Office kitchen, ensuring that there is a consistently adequate supply of coffees, teas, water, condiments, napkins, and all other supplies needed for guests. Manages the upkeep of the office refrigerator, water cooler, and coffee maker. Assists in placing catering orders for Dean’s suite lunches, meetings, and special events.

Perform additional duties and assist with special projects and events as assigned, particularly our annual Business Leaders Forum event held each fall semester, special events, fireside chats and CEO speaker events.

Minimum Qualifications:

High School diploma required

Preferred Qualifications:

Bachelor’s degree preferred.

Ability to communicate professionally, pleasantly, and efficiently within a fast-paced executive-level environment. The individual must be proficient in all standard computer applications, including Microsoft office products, particularly Microsoft Word, Excel, and Outlook. General knowledge of office principles, office procedures required. Familiarity with Banner, Concur, Qualtrics and Salesforce preferred.

Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:

This is temporary position for 2017-2018 academic year with the possibility of becoming a permanent position in the future. Hours will be approximately 8:00AM-3PM with a 1 hour lunch break.

EEO Statement

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.

Posting Date: 07/27/2017
Closing Date (12am ET):
Salary Posting Information:

Salary commensurate with experience.

Job Classification: Non-Exempt

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first hear of this employment opportunity?
    • Monster.com
    • Higheredjobs.com
    • HERC Website
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Indeed.com
    • Other Internet Advertisement
    • Advertisement in Local Newspaper
    • Advertisement in Academic or Professional Publication
    • Referred by a current or former employee
    • Referred by a friend or family member
    • Heard about it at a conference or career fair
    • Browsing the Villanova website
    • Other
  2. * If your answer to the above question is "Other", please specify the source below. If this question does not apply to you, enter N/A.

    (Open Ended Question)

Documents needed to complete your application:

Required Documents
  1. Cover Letter / Letter of Interest
  2. Resume / Curriculum Vitae
Optional Documents
  1. Other Document