Administrative Assistant II

Villanova University • Villanova, PA • 1d ago

Posting Number:20254436SPosition Title:Administrative Assistant IIPosition Type:StaffLocation:Villanova, PARecruitment Type:Internal/External ApplicantsWork Schedule:part-time/12-monthsAvg Hours Week23Department:145-Communication

Position Summary:

The Administrative Assistant II is the primary point of contact for current and prospective Communication graduate students and supports the Director of Graduate Studies in all aspects of program while working closely with the College of Liberal Arts & Sciences (CLAS) Office of Graduate Studies. The individual in this position also supports co-workers in the main office during busy times.

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:

Current Students: Answer questions via phone, email, and in-person; onboarding of new students including assistance with course registration and enrollment processes; organize new student orientation logistics; communicate deadlines and provide links to online forms; compile reports for use in advising; audit students for completion of internship, directed study, degree, and graduate certificate requirements each semester; coordinate with faculty to revise and distribute comprehensive exam materials, gather responses, facilitate and communicate grading and scheduling of oral defenses; create and distribute weekly newsletters.

Prospective Students: Answer questions via phone and email; review applications for completion in Slate; solicit and organize feedback from Graduate Steering Committee for application decisions; prepare and disseminate promotional materials for recruitment, coordinate information sessions and promotional events/efforts to outside audiences.

Alumni: Respond to inquiries via phone and email; maintain contact with Villanova Communication Alumni Network (VCAN) Director; update employment and doctoral program records; solicit and coordinate mentorship/networking opportunities from VCAN advisory board and other interested alumni.

Program Operation: Handle submission of graduate assistant stipend forms; process reimbursements; process tuition remission requests for graduate assistants and tuition scholars; purchase supplies for the program from Office Basics; maintain confidential records for applicants, students, and alumni; partner with Website Manager to keep program website updated; manage Outlook groups for students, faculty, and alumni; submit work orders to Facilities; create and post program related content regularly to social media accounts; perform regular audits of program information as requested by Graduate College of Arts & Sciences; assist with preparation of materials for graduate faculty and graduate steering committee meetings.

Program Statistics: Maintain spreadsheets to track enrollment, internships, theses, comprehensive exams, program graduates, certificate and course enrollments, budgets and application benchmarking; request and organize data from students and faculty for annual report.

Non-Essential Job Functions:Provide support to co-workers in the main Communication office with student walk-ins, visiting families, phone calls and further support during busy times. Perform additional duties and assist with special projects as assigned.

Minimum Qualifications:

High school diploma required.

2+ years' office experience required.

Strong writing skills; strong phone and in-person verbal communication skills; flexible and adaptable to workflow changes, policy and procedure changes and updates, etc.

Computer skills: Microsoft Office Suite.

Preferred Qualifications:

Bachelor's Degree preferred

Knowledge of Communication as an academic discipline a plus.

Previous experience with office administration or program administration a plus.

Demonstrated ability to learn additional higher education specific programs.

Physical Requirements and/or Unusual Work Hours: Special Message to Applicants:

All application materials will be collected online at https://jobs.villanova.edu(https://jobs.villanova.edu/). We will begin reviewing and will favor completed applications received on or before August 9, 2025.

For more details about the Communication Department's undergraduate and graduate programs, as well as our faculty and staff, please consult our department webpage(https://www1.villanova.edu/university/liberal-arts-sciences/programs/communication.html). Please direct all questions regarding the position to Dr. Amy Way, Graduate Director, at amy.way@villanova.edu. Thank you.

Posting Date:07/17/2025Closing Date (11:59pm ET): Salary Posting Information:

Commensurate with experience.

Salary Band:11Job Classification:non-exempt

References Needed 3

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