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Office Assistant (part-time)

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Posting Details

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Posting Details (Default Section)

Posting Number: 20171504S
Position Title: Office Assistant (part-time)
Position Type: Staff
Recruitment Type: Internal/External Applicants
Work Schedule: PT/9 Month
Avg Hours Week 10-12
Department: 293-University Admission
Position Summary:

The Office Assistant position is a nine-month part-time position (10 to 12 hours a week, from either September to May OR October to June), which is located in the Admission Resource Center (ARC) of the Office of University Admission, and is responsible for managing the gotovu general email account of the Office of University Admission as well as assisting as a telephone operator and in the reception area. This individual will support the admission process by responding to all email inquiries and applicants for admission, and will work with all computer technologies associated with this task. This individual will be responsible for maintaining strict confidentiality regarding student data and be involved in all stages of processing applications. This includes, but is not limited to ensuring that all electronic communication relating to a candidate is made part of their application file, verifying applications, completing files, uploading documents, etc. This person will handle diverse correspondence and personal communications which may be of a complex and confidential nature.

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:
  • Manage the Office of University Admission general email account (gotovu) by responding to requests and inquiries regarding admission information, visiting campus/directions, application requirements, inquiries about the various admission decisions, scholarships, etc. This individual will monitor responses from mass communication which come via the Admission’s CRM (Slate). Depending on the time of the year in the admission cycle, this account receives anywhere from 50-300 emails per day.
  • This individual will add documents (essays, transcripts, letters of recommendation, etc.) to application files that come in through the gotovu email account and update the system/check list to reflect that the documents have been received.
  • Assist with trouble-shooting in the processing of approximately 90,000 inquires per year and in responding to prospective student requests for more information. Will enter and update biographical, personal and application information into Slate.
  • Work closely with other ARC members in assisting in processing approximately 21,100+ applications per year. This requires a high level of interpersonal team skills and technological proficiency in utilizing the necessary software and hardware.
  • Will also the back-up person to cover the reception area (main entrance), which includes welcoming campus visitors to the University and assisting with stocking of materials and refreshments.
  • Requires the ability to simultaneously perform multiple tasks while working under extremely stressful situations with time sensitive deadlines. Troubleshooting abilities are essential.
  • Other duties as assigned by the ARC Supervisor, Senior Associate Director, and Director.
Minimum Qualifications:
  • A high school diploma or equivalent is required.
  • Must be knowledgeable and comfortable in using technology and be willing to learn new programs/software/databases/etc.
  • At least one year of experience in customer service and/or information processing, with a general knowledge of the cycle of an admission office or having worked in an educational environment.
Preferred Qualifications:
  • Bachelor’s degree is preferred.
  • In addition to basic office equipment (personal computer, telephone, fax/copy machine, etc.), it is preferred that the individual have experience with the following technologies: Slate, Banner, Microsoft Word and Excel, etc.
  • Very strong and effective written and oral communication skills are a required. Be able to demonstrate confidentiality and discretion. In addition, the individual must be able to work independently, and have the ability to simultaneously perform multiple tasks while working under extremely stressful situations with mandated deadlines.
Physical Requirements and/or Unusual Work Hours:

Might need to assist with re-filling a fridge with little water bottles or carry boxes of materials for re-stocking.

Special Message to Applicants:
Posting Date: 09/13/2017
Closing Date (12am ET):
Salary Posting Information:

Commensurate with experience

Salary Band: E
Job Classification: Non-Exempt

References Needed

References Needed

Minimum Number of References Needed 2
Maximum Number of References Needed 3

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you first hear of this employment opportunity?
    • HERC Website
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • 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. Letters of Reference