Posting Details (Default Section)
Posting Number:20250649TPosition Title:Executive Administrative AssistantPosition Type:StaffLocation:Villanova, PAWork Schedule:temporaryApproximate Number of Hours per WeekDepartment:252-Dean-Graduate SchoolPosition Summary:
The Executive Administrative Assistant provides administrative support at a highly confidential level for the Dean of Graduate Studies and the Director of Graduate Studies. The individual in this position maintains high-level awareness and sensitivity to appropriately recognize, prioritize, and engage key constituents and other external stakeholders as the frequent first point of contact with the Dean. Develops and establishes processes and systems to ensure efficient and effective functioning of the office and organizes and expedites work and initiates follow-up action. Villanova is a Catholic university sponsored by the Augustinian order. 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:
- Executive support for Dean and Director
- Provides senior level administrative support to the Dean of Graduate Arts and Sciences and the Director of Graduate Studies. Coordinates calendar/meeting requests, travel arrangements, program director/staff meetings.
- Maintains all Dean’s office files. Maintains correspondence and projects, following up on pending matters with limited direction.
- Represent the Dean’s Office and the policies of Graduate Arts and Sciences in various forms of correspondence to Chairs, Program Directors, faculty, staff and students.
- Prepares correspondence with donors and maintains reports on contributions.
- Assists with the organization, retention, and storage of all program records in conjunction with Director.
- Coordinates various projects on behalf of the Dean.
- Corresponds with external constituents and provides strategic assistance to their inquiries.
- Responds to inquiries and requests from internal offices across the campus, routing them to the correct person when necessary.
- Facilitates prompt follow-up by the Dean on student inquiries and concerns; coordinates assistance from other Graduate Studies team members as needed for quick resolution.
- Processes procurement card statements, expense reports, and requests for payment and reimbursement for the Dean.
- Manage Presidential Graduate Fellowship for Underrepresented Students.
- Manages Academic Integrity Process (i.e., contacting the student about the violation, communicate educational requirements to satisfy the Academic Integrity Violation and notifying the Provost Office when the student has successfully completed the educational requirements of the violation).
- Manages Graduate Summer Research Fellowship application and award process. Collects applications, coordinates review of faculty, notifies students of awards, and manages payment.
- Coordinate with various groups and committees that fall under the guidance of the Dean, e.g., Graduate Student Council, etc.
- Manages the organization and collection of the various efforts to celebrate excellence in the College including Summer Research Fellowships, Faculty Awards and the CONCEPT Journal Recognition Ceremony.
- Budget and Finance support
- Provides high-level financial support for operating budget, restricted accounts, and the entrepreneurial account for Graduate Arts and Sciences. Coordinates, collects, and monitors various data related to the budget (e.g. marketing expenses, travel awards, summer research fellowships).
- Responsible for collecting applications for conference funding, corresponding with departments as needed, notifying students of awards, and all processing of reimbursements in CONCUR.
- Develop and maintain budget tracking spreadsheets for allocation related to expenses for marketing and student conference travel. Provide monthly reports for the Dean and Director, based on budget activity for all accounts.
- Pay and track all invoices related to the College. Work with Director, Finance and Administration for CLAS and Procurement Office as needed.
- Event Planning
- Coordinates various events throughout the year for Graduate Arts and Sciences. These include but are not limited to the following: Information Session in January, Admitted Students’ Day in April, Orientation for Newly-Admitted Graduate Students in the College of Liberal Arts and Sciences in August, University Open House events, recruitment dinners, and receptions.
- Coordinates all Convocation activities for graduate students in CLAS. Communicates with graduates about Commencement activities. Chairs Convocation committee and coordinates all volunteer activities.
- Serves as the Dean’s Office liaison to internal constituents within the College and Villanova University.
Minimum Qualifications:
- High school diploma required.
- Proficiency in Microsoft Office Suite with excellent computer skills.
- Minimum of 5 years related experience in a professional office setting.
- Must have excellent written and oral communication skills. Should be a self-starter who can work independently. Must possess excellent interpersonal communication skills and the ability to manage situations tactfully. Assignments are broad in nature and usually require critical thinking, initiative, and the ability to work independently.
Preferred Qualifications:
- Some college level experience preferred.
- Oracle Discoverer and Banner Student Record System preferred.
- Experience in an academic administrator’s office is preferred.
Physical Requirements and/or Unusual Work Hours: Special Message to Applicants:EEO Statement
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.
Posting Date:09/15/2025Closing Date (11:59pm ET):10/10/2025Salary Posting Information:
Commensurate with experience.
Job Classification:non-exempt
