| Posting Number: |
20244210S |
| Position Title: |
Senior Administrative Assistant |
| Position Type: |
Staff |
| Location: |
Villanova, PA |
| Recruitment Type: |
Internal/External Applicants |
| Work Schedule: |
full-time/12-months |
| Avg Hours Week |
|
| Department: |
184-Chemistry |
| Position Summary: |
The successful individual in this role can manage multiple tasks simultaneously, performs their duties with minimal direction, and works both collaboratively and independently in a highly visible, fast-paced office. The primary duty of this position is to support the Departmental Chairperson. In addition to reporting to and supporting the Chairperson, the duties of this position include overseeing all student hiring in the Department, supporting the Assistant Chair, serving as a point of contact for the Registrar’s Office and various other Departments across the University and providing administrative support to faculty and staff within the Department of Chemistry, while also supporting undergraduate students and graduate students with Departmental and university procedures, questions, and minor everyday tasks.
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: |
- Support the Chairperson’s day-to-day activities, and maintain the Departmental and Chair’s calendars. Work with the Chairperson to develop and communicate programs and policies within the Department and College, as well as communicate tasks/assignments/deadlines to Chemistry faculty and staff. Responsible for overseeing all events within the Department, including lectureships, seminars, awards, faculty/staff lunches.
- Work in PeopleAdmin in order to post positions including new faculty hires, temporary hires, grant or fellowship funded research assistants, and teaching assistants. Oversee the hiring and hourly payment of 40-50 undergraduate teaching assistants/researchers/office workers per semester as well as manage adjunct faculty payroll within the Department. Ensure that grant-funded students are covered for both stipends and tuition remission. Coordinate interview scheduling and travel arrangements by booking flights, hotels and car services, and processing reimbursements.
- Work with the Chairperson and Assistant Chair in order to develop the teaching schedule and teaching assistant schedule for each semester. Act as a liaison between the teaching faculty members, the Office of the Provost, and Academic Scheduling in order to comply with specific requests pertaining to the reactivation of a faculty member, specific room requests or requirements, and Master Schedule errors or edits.
- Assist in supporting the Assistant Chair with all aspects relating to the Chemistry undergraduate programs: running DegreeWorks audits, record keeping, assist in advising, setting advising appointments, registration, completing all DegreeWorks adjustments for Chemistry (~65 majors) and Biochemistry (~100 majors), preparing and maintaining appropriate Departmental lists, and preparing students for graduation.
- Work closely with the Budget Office, Payroll, Human Resources, and CLAS in order to obtain position control numbers, set stipends and hourly pay rates, communicate details of hiring documentation, and abide by the University compliance and hiring procedures.
- Work closely with faculty members involved in Summer Undergraduate Research, CRF, VURF, and the Budget Office in order to create postings for each recipient including grant funded, fellowship beneficiaries and Department-funded recipients.
|
| Minimum Qualifications: |
- High School diploma required;
- 3-5 years related experience.
- Familiarity with the Banner, Argos, DegreeWorks, faculty workload and compensation systems (among others).
- Familiarity with registration and graduation processes and procedures at the undergraduate and graduate student levels.
- Familiarity with College and University Policies and procedures.
- Knowledge of desktop computers and systems, i.e., Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn additional software and systems.
- The ability to handle multiple tasks simultaneously and work both independently and collaboratively in a highly visible, fast-paced office environment, with numerous interruptions.
- Excellent communication skills, both verbal and written.
|
| Preferred Qualifications: |
- Some college preferred.
- Familiarity with College and University policies and procedures;
- Previous experience in an academic environment preferred.
- Familiarity with registration and graduation processes and procedures at the undergraduate and graduate student levels;
|
| Physical Requirements and/or Unusual Work Hours: |
Extended periods of sitting at a desk and/or using a computer. |
| Special Message to Applicants: |
- All applicants must apply online at https://jobs.villanova.edu
- Must include contact information for 3 references. References will be contacted via email to submit confidential letters of recommendation when the application is submitted.
|
| Posting Date: |
11/14/2024 |
| Closing Date (11:59pm ET): |
|
| Salary Posting Information: |
Commensurate with experience. |
| Salary Band: |
12 |
| Job Classification: |
non-exempt |
