Skip to main content
Posted June 12, 2026

Administrative Assistant II

Villanova University
Villanova, Pennsylvania, United States 19085 Full Time
Reference: 285222889

Villanova University


Administrative Assistant II



Posting Details

Do you have questions about the application process? If so, please refer to the Applicant FAQ’s.

Posting Details (Default Section)

Posting Number: 20260297S
Position Title: Administrative Assistant II
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/10-months
Avg Hours Week
Department: 130-Dean-Arts and Sciences
Position Summary:
Working under the supervision of the Assistant Dean for Undergraduate Students, the Administrative Assistant II supports the CLAS Dean’s Office by performing diverse administrative duties for its undergraduate and graduate programs, as well as office management of the CLAS Suite on the Cabrini campus. This staff member will also act as the central point of contact for general administrative inquiries specifically tied to the CLAS academic departments and programs located on the Cabrini campus, namely the department of Education and Counseling, the department of Psychological and Brain Science and the Ethics program.

Why work at Villanova?
  • Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
  • Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2023 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
  • We believe that an inclusive community fosters an understanding and appreciation for diversity among our students, faculty, staff and administrators. The UNITAS Office of Community Enrichment works to address issues of equity and justice in a variety of ways including workshops, events and employee resource groups.
  • Villanova’s most precious asset is our people. Even as a part-time employee, you will receive access to certain benefits, including tuition assistance and more.



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.
Duties and Responsibilities:
Office Management for CLAS Suite on Cabrini Campus
  • Manages the reception desk and manages visitor traffic of student, faculty and staff visitors to the CLAS offices in Ortiz hall. Welcome visitors and assist staff with checking students in for appointments and maintaining warm, welcoming atmosphere for the suite.
  • Manage logistical presence for offices including ordering office supplies and updating and maintaining posted office hours signs and status.
  • Liaise with neighbor offices to ensure positive working relationship in utilizing shared conference room space and kitchenette space
  • Work with CLAS departments and programs located on the Cabrini campus as a central resource for general inquiries.


Graduate and Undergraduate Student Data Processing
  • Support communications documentation between advisors and advisees by saving documents to student electronic files and corresponding about status updates
  • Assist Graduate Studies Office with tracking and updating graduate students’ academic records, communicating with graduate students about important deadlines as assigned.
  • Develop expertise in policies and procedures to support academic programs (both undergraduate and graduate) and use multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation

Event Organizing
  • Assist department leaders, faculty, and students in organizing and promoting CLAS undergraduate and graduate events on Cabrini campus internally and externally
  • Coordinate with departments and dean’s team to support end-to-end planning for departmental guest visits, including communication with guests (e.g., colloquium speakers, job candidates) to collect necessary travel-related information, arrangement of hotel accommodations, restaurant reservations, on-campus parking, appointment scheduling, and classroom reservations for events

Procurement and Financial Systems
  • Generate and process purchase orders for supplies and equipment
  • Make purchases for CLAS Suite at Cabrini office using a procurement card and submit monthly expense reports
  • Process reimbursements and other payment requests for faculty, students, and visitors
  • Adhere to and ensure compliance with both existing & newly established purchasing policies and procedures

Coordinate and Manage Facilities-Related Activities
  • Create and monitor requests for repairs and maintenance of department facilities and equipment
  • Maintain systems for scheduling select department facilities
  • Coordinate with administrative staff use of shared spaces in Ortiz Hall.

Information Gathering and Dissemination
  • Address questions from students, prospective students, faculty, and staff in the office, via phone, and via email
  • Serve as liaison between Cabrini CLAS suite 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
  • Keep up-to-date on procedures, protocols, and software tools relevant to academic department procedures

Document Maintenance and Distribution
  • Maintain a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocols for the CLAS Cabrini Offices
  • Assist dean’s team and staff in editing documents and distributing them
Minimum Qualifications:
Formal Education
  • Bachelor’s degree. High school diploma and 4 years of high-level administrative experience in addition to the work experience listed below, may also be considered.

Work Experience
  • Minimum of 2 years’ experience in an office environment
Work Skills (e.g., written and verbal communication skills
  • Strong written and verbal communication skills
  • Proficiency with MS Word, Excel, Adobe Acrobat and experience learning new software systems
  • Excellent problem-solving and critical thinking skills
  • Demonstrated ability to work independently and manage multiple tasks with a high level of accuracy and efficiency
  • Strong organizational skills with meticulous attention to detail
  • Ability to work collaboratively in a dynamic academic environment
Preferred Qualifications:

• Experience in an academic setting, familiarity with university operations and commonly used academic software systems (e.g., Concur, Slate, Degree Works, Banner, Argos)
• Experience developing and maintaining procedural documentation
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date: 06/11/2026
Closing Date (11:59pm ET):
Salary Posting Information:
This position falls within hourly grade 11 and the range is $25.05 -$26.48/hr. The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.
Salary Grade: 11
Job Classification: non-exempt

References Needed

References Needed

Minimum Number of References Needed 3
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?
    • Indeed.com
    • Higheredjobs.com
    • LinkedIn
    • Glassdoor
    • Chronicle Vitae
    • Academic Keys
    • PA CareerLink/JobGateway
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Advertisement in Academic or Professional Publication
    • Referred by a current employee
    • Referred by a friend, family member, or former employee
    • Heard about it at a conference or career fair
    • Browsing the Villanova website
    • Cabrini University employee
    • 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. Transcripts




Equal employment opportunity, including veterans and individuals with disabilities.

PI285222889

Sign up for Job Alerts