Senior Administrative Assistant, Center for Access, Success and Achievement

1 week ago

Villanova, United States Villanova University Full time
Posting Details (Default Section)

Posting Number:
20244185S

Position Title:
Senior Administrative Assistant, Center for Access, Success and Achievement

Position Type:
Staff

Location:
Villanova, PA

Recruitment Type:
Internal/External Applicants

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.

The Center for Access Success and Achievement assists the University in providing students with an inclusive educational experience founded on Augustinian Catholic principles. Through its multi-faceted programs, CASA helps create at Villanova, an academically distinctive, culturally diverse learning community where all members live empathically and lead effectively.

Duties and Responsibilities:
CASA Program 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.
Payroll and Other Administrative Duties:
  • Assist with the onboarding hiring process of graduate assistants and maintenance of their files and records.
  • Managing 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 .
  • Assist Presidential Scholars with instructional digital purchases, as deemed necessary.
  • Oversee onboarding hiring process of graduate assistants and maintenance of their files and records.
  • Process stipend payments and tuition remission.
  • Assist the Senior Associate Director with 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 Senior 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:
  • High School Diploma Required.
  • Three years of administrative experience in an academic or non-profit environment with progressively increasing responsibilities or any combination of skills, education and training which provides the necessary skills, abilities, and knowledge required.
Preferred Qualifications:
  • Five years of administrative experience in an academic or non-profit environment with progressively increasing responsibilities or any combination of skills, education and training which provides the necessary skills, abilities, and knowledge required.
  • Experience with managing multiple priorities, working independently and as part of a 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 weekends.
  • Proactive self-starter with a demonstrated ability to take initiative, anticipate needs, and drive projects forward with minimal supervision.
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:
10/21/2024

Closing Date (11:59pm ET):

Salary Posting Information:
Commensurate with experience.

Salary Band:
12

Job Classification:
non-exempt

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