| Posting Number: |
20260293S |
| Position Title: |
Coordinator, Chemical and Biological Engineering |
| Position Type: |
Staff |
| Location: |
Villanova, PA |
| Recruitment Type: |
Internal/External Applicants |
| Work Schedule: |
full-time/12-months |
| Avg Hours Week |
|
| Department: |
203-Chemical Engineering |
| Position Summary: |
The Chemical and Biological Engineering Department Coordinator provides high-level administrative and departmental operations support including financial planning and reporting, instructional support such as scheduling and accreditation coordination, and communication projects both within the department, university, alumni, and to the broader profession. Reporting to the Chair of an academic department within the College of Engineering, the individual in this position supports department faculty and provides outstanding service to constituents. This position provides additional support to the Chair as requested that requires analytical, creative, and critical thinking to determine appropriate action.
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 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
- Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, 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.
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| Duties and Responsibilities: |
- Assists Chair in monitoring and reporting on operating budgets and maintaining detailed information on laboratory expenditures and other costs from data in University databases. Provides same support for departmental restricted accounts and verifies income related to indirect costs, gifts, and distance learning flowback funds. Manages internal accounting of faculty travel allocations and expenditures in partnership with chair and administrative assistant. Assists chair in budget projections and planning on regular basis, including the quarterly projection and annual budget submission timetable. Partners with College Finance and Administration on data and projects relating to expenditures, employment and facilities matters.
- Coordinates Department event planning for seminars, faculty retreats, department meetings, student events, ABET accreditation visits, departmental advisory board meetings, outreach events and recruiting events. Work with caterers, reserve rooms, coordinate schedules, maintain registration lists, etc. Work with departmental student organizations to plan, schedule, facilitate, and report on events. Coordinate collection of department news and works with the Chair and Manages department social media and department publicity efforts for both undergraduate and graduate programs. Coordinates department communications with current and former students, specifically coordinating communication and outreach efforts with College Gift Officers/University Advancement and College Communication and Marketing Department.
- Collect and analyze data for department annual reports and faculty evaluations. Data includes faculty and graduate student awards, publications and presentations, grants and research expenditures, teaching load, students advised, and service commitments. Assists Chair with maintenance of journal publications and classifications, as well as ranking metrics. Create content for departmental marketing, communications, and recruiting.
- Assist the Assistant Chair for Graduate Studies and Assistant Chair for Undergraduate Studies with curricular matters that include course and degree program change forms, advising, forms, and maintenance of the student handbooks and advising materials. Works with the Registrar’s office on all master schedule change requests, catalog changes and serve as main department contact for course scheduling, room assignments, and curricular matters accordingly.
- Assists department ABET Coordinator in administering the ABET assessment and accreditation process. This includes ensuring that the appropriate assessments are completed, and that the resultant data is organized and accessible to the faculty. Attend meetings for ABET as required.
- Attend department and departmental committee meetings as required by chair, record and distribute minutes and coordinate administrative tasks resulting from meeting action items. Assist departmental committees with administrative tasks that include faculty/staff searches, undergraduate and graduate committees, scholarships and awards committee, etc.
- Partner with Chair and Assistant Chair for Graduate Studies regarding graduate assistantships, appointment tracking and activation, recruitment, onboarding and student services. Assist with adjunct faculty and postdoc appointment activation as needed.
- Manage department student workers that will assist in various needs of the department as dictated by the Department Chair.
- Partner with College and University staff regarding Department needs and operations that include but are not limited to the College’s Director of Communication and Marketing for departmental website, social media, promotional and marketing content, digital signage, and newsletters; the College’s Director of Events and Experience for event planning, advertisement, and execution which includes conferences, workshops, advisory board meetings, seminars, and other department events; the Associate Dean for Graduate Studies for graduate student recruitment, onboarding, and advising; and the Associate Dean for Undergraduate Studies for undergraduate student recruiting, advising, records administration and event coordination.
- Assists individual department faculty in budget management on sponsored
research grants and individual accounts such as research and teaching flowback
accounts, including purchasing, cost allocation, and regular reconciliation.
- Perform duties of departmental administrative assistant when this person is away from the office. Perform other duties and assist with projects as assigned.
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| Minimum Qualifications: |
Formal Education
- Bachelor’s degree required; combination of high school diploma and work experience may be considered.
Work Experience
- The candidate must have a minimum of three to five years of relevant and applicable work experience in an administrative or academic setting.
Work Skills (e.g., written and verbal communication skills)
- Administrative skills and office operations, preferably in an academic environment.
- Proficient in spreadsheets, databases, and presentation software. Ability to use creative content creation software for social media and other digital communications.
- Knowledge of budgeting and financial reporting, social media and other digital communications tools.
- Ability to keep current with Villanova University job-related technologies and databases (e.g., applicant tracking and performance management software, student database software(s), and learning management system)
- Must have strong communication, organizational and problem-solving skills. The individual must be able to work independently as well as with others in a productive manner.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)
- Ability to work in a high-volume, fast-paced academic setting with faculty, staff and students.
- Ability to multi-task and meet deliverable requirements.
- Understand the field of engineering and interactions with society.
Equipment Knowledge
- Experience with creative content creation software such as Canva, Photoshop, or equivalent
- Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams, SharePoint, etc.)
- Zoom and other videoconferencing services
- Standard office equipment
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| Preferred Qualifications: |
Formal Education
- Master’s Degree or other post-Batchelor’s Degree education
Work Experience
- 5+ years of relevant and applicable work experience in a professional environment or leadership in volunteer organizations.
Work Skills (e.g., written and verbal communication skills)
- Adobe acrobat and some Creative Suite experience a plus.
Equipment Knowledge
- Experience with Ellucian/Banner or similar ERP system(s)
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| Physical Requirements and/or Unusual Work Hours: |
- Ability to work outside of normal working hours when required in rare circumstances. Minimal travel may be necessary for recruiting and outreach events.
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| Special Message to Applicants: |
Ignite Your Career at Villanova University!
Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change! 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 Office of Diversity, Equity and Inclusion 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. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more. |
| Posting Date: |
06/11/2026 |
| Closing Date (11:59pm ET): |
|
| Salary Posting Information: |
This position falls within hourly grade 12 and the range is $27.58-29.12/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: |
12 |
| Job Classification: |
non-exempt |
