Posting Details (Default Section)
Posting Number:20254431SPosition Title:Manager of Employment Administration and OperationsPosition Type:StaffLocation:Villanova, PARecruitment Type:Internal/External ApplicantsWork Schedule:full-time/12-monthsAvg Hours WeekDepartment:201-Dean-EngineeringPosition Summary:
Reporting to the College of Engineering’s Assistant Dean of Finance and Administration, the Manager of Employment Administration and Operations manages the employment operations of the College of Engineering. With an understanding of university policies and processes, and in close coordination with the University’s Human Resources Office and Office of the Provost, the manager leads the College of Engineering areas of academic hiring processes, employment and hiring practices, appointment processing, and other administrative functions for undergraduate and graduate students, graduate assistantships, faculty, staff and visitor positions. The manager oversees the college’s payroll operations, position budgeting, job creations, staff onboarding and analyzes the college’s compensation expenses. They also work collaboratively with the other Associate Deans at the college.
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:
Employment Administration:
- Working in conjunction and alignment with the University Human Resources department and Office of the Provost, support compliant and equitable hiring processes for all College of Engineering positions, including faculty, staff, courtesy appointments, graduate assistantships, and graduate and undergraduate students. The individual facilitates consultations between hiring managers and Human Resources on recruitment and interview processes and protocols, and partners with them throughout the cycle. The individual meets with each candidate during interview process, and proceeds with hiring and onboarding best practices for each individual. Continually work with College of Engineering constituents to provide current university hiring processes and procedures as driven by campus or other regulatory needs. They facilitate benefits and work culture questions from candidates and work with Human Resources and the Provost Office on offers of employment, including generation of hiring recommendations. Supports and manages the onboarding of new employees.
- Serve as the primary contact within the College regarding human resources and Provost Office administrative questions, policies, and procedures. Serve as a central point of contact to engage with University Human Resources and the Office of the Provost regarding various matters.
- Oversee and maintain timely, efficient, and high-quality human resource services for College of Engineering departments, programs, and centers, which will require insight regarding a variety of appointment requests (often non-standard appointments) while working closely with the University Human Resources department and the Provost’s Office.
- Verify all adjunct requests in accordance with the planned adjunct budget per department. Work with departments and the Provost’s Office on adjunct hiring and payroll issues. Generate/process adjunct hiring recommendations and facilitate issues or inquiries accordingly
- Obtain position numbers from the Budget Office for all new staff and undergraduate, hourly graduate, and graduate assistantship student positions.
- Draft appointment letters for secondary assignments in the College of Engineering.
- Initiate appropriate paperwork for terminations, promotions and salary increases and submit through the Assistant Dean of Finance and Administration to the University Human Resources department and/or Office of the Provost.
- Maintain College of Engineering employment files, including all job descriptions.
Graduate Assistantships (GAs)
- Establish and manage graduate assistantship offer letter process
- Manage all requests, troubleshoot issues, double-check funding, generate and send letters for GAs
- Partner with Associate Dean, Graduate Programs, and Grad Programs team on issues management and process updates regarding assistantships
- Lead onboarding and facilitate with department employees accordingly.
- Acquire position control information from Budget Office, generate postings per funding source as needed, generate hiring recommendations. Audit data submitted from departments for accuracy and troubleshoot as needed
- Work with the Office of Grants & Contracts on labor and effort questions/concerns
- Process grant-funded GA tuition remission with the Provost Office
Operations
- Meet with search committees regarding best practices and hiring processes in collaboration with HR and the Office of the Provost.
- Assist the Assistant Dean of Finance & Administration with the coordination, development, and presentation of learning and training opportunities designed to develop or enhance an employee’s knowledge.
- Attend on and off-campus meetings and trainings to keep abreast of new information regarding human resource processes.
POLICIES & PROCEDURES/METRICS:
- Develop College of Engineering procedures and work flows for personnel matters.
- With knowledge of University policies, develop and distribute the College of Engineering human resource related processes, procedures, and templates in an effort to drive efficient operations within the College, with an understanding of individual departmental needs to proactively seek areas for improved efficiencies.
- Maintain College internal knowledge system including best practice documentation, organization charts, responsibilities, etc.
OTHER:
- Coordinate leave reporting for the College of Engineering.
- Advise employees and supervisors of vacation/sick leave reporting issues/questions.
- Serve as the College’s liaison with the Payroll Office and research all issues.
- Prepare supplemental pay forms for faculty.
- Coordinate summer school faculty pay with E-Learning and the College of Professional Studies.
- Assist in the audit of all College of Engineering faculty approved workloads, which includes maintaining records of special course reductions, sabbaticals and leaves of absence.
- Upholds confidentiality in all aspects of the job; may coordinate college-wide staff performance management process; communicates effectively verbally and in writing; performs related duties as assigned.
Minimum Qualifications:
Formal Education
Minimum Work Experience
- A minimum of 3-5 years of related experience required.
- Must have excellent interpersonal skills and use discretion in handling confidential information, including student, faculty and staff records.
Preferred Qualifications:
- Preferred but not necessary human resource, administrative or financial experience in an academic, higher-education environment.
- Demonstrated ability to communicate with a diverse population at all levels of an organization.
- The manager will work in a high performing, high volume, team-based environment. The individual selected for this role will need to be a problem solver, be organized, and possess higher level thinking ability to complete multiple, simultaneous tasks. The ability to work with a diverse population of administrators, faculty, students, staff and the public is a must as well as a commitment to service excellence, innovation, student success, integrity, and diversity in the performance of job duties.
Physical Requirements and/or Unusual Work Hours:
Standard office setting.
Special Message to Applicants:Posting Date:07/14/2025Closing Date (11:59pm ET):08/03/2025Salary Posting Information:
Commensurate with experience.
Salary Band:14Job Classification:exempt
