Villanova University
Administrative Assistant II
Posting Details
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Posting Details (Default Section) Posting Number:20260007SPosition Title:Administrative Assistant IIPosition Type:StaffLocation:Villanova, PARecruitment Type:Internal/External ApplicantsWork Schedule:full-time/12-monthsAvg Hours WeekDepartment:604 - University AdvancementPosition Summary: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(https://www1.villanova.edu/villanova/president/about_university.html) 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(https://www1.villanova.edu/university/media/press-releases/2024/usnwr.html) 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(https://www1.villanova.edu/content/university/human-resources/work-at-villanova.html).
Villanova University has embarked on a 10-year strategic plan, Rooted. Restless., with the goal of enhancing the Augustinian Catholic living and learning experience for all members of our community. University Advancement is seeking exceptional talent to join our mission-driven team working together toward our shared vision for Villanova, fueled by the generosity of the University's philanthropic supporters as we "keep moving" in the spirit of St. Augustine in the public phase of Villanova's comprehensive capital campaign: Espiritus Nova.
The Administrative Assistant II will report to the Administrative Services Supervisor in Major Gifts and is part of the Administrative Services Team. They will support the Senior Director of Major Giving for the College of Nursing, the Senior Director and Director of Planned Giving, and the Executive Director of Regional Development. This position requires a high degree of professionalism and confidentiality as well as attention to detail. Additionally, responsibilities will include timely reconciliation of procurement card expenses, processing invoices, organizing projects, scheduling meetings, creating mail merges, preparing travel arrangements, and other administrative tasks as assigned. There are several key events and annual projects held throughout the year where they will be expected to assist with and participate in them on an as needed basis.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:
Provide the College of Nursing, Planned Giving, and Regional Major Gift teams with administrative support, including but not limited to: calendar management, reconciling purchasing card transactions, creating travel arrangements, preparing thank you letters via mail merges and pledge agreements; looking up donor identification numbers in database, generating reports from various software systems, processing and paying of invoices; compiling guest lists for events in Microsoft Excel as well as assisting with events, preparation of written documents and meeting materials, and mail distribution. Create agendas, attend team meetings, take minutes, and prepare for distribution. Also included is the onboarding of new hires within the team which includes scheduling introduction meetings, securing hardware, and acclimating them to University Advancement processes.
Assist with special projects and assume responsibilities for the development, administration, and promotion of specific projects, as required. This includes event tracking, handling of meeting materials, and working closely with our Special Events team.
Work in conjunction with other administrative staff members in the Office of University Advancement in the greeting of visitors to the office as well as coordinating schedules to always ensure coverage in Major Gifts. In addition, this position is part of a team that is expected to cover the receptionist desk in our building as necessary during sick time, vacation time, and daily lunch time.
Minimum Qualifications:
High school diploma or equivalent required
3+ years in administrative assistant or similar role
Solid understanding of workflow, process steps and professional standards for the function
Advanced organizational and time management skills
Ability to set priorities and manage own time, effort, and activities
Ability to participate as an active team member
Must possess excellent written and verbal communication skills.
Must be able to manage multiple tasks in a fast-paced environment.
Must be a problem solver and capable of finding solutions with little oversight.
Ability to work with and discuss confidential matters.
The individual selected must be highly proficient with Microsoft Office, especially Word and Excel.
Preferred Qualifications:
Bachelor's degree preferred
Knowledge of higher education and fundraising environment preferred.
Knowledge of Banner, Cognos, Salesforce, and other office technology preferred.
The individual must have proven ability to create spreadsheets and perform mail merges.
Working knowledge of Banner and familiarity with Salesforce is preferred but not required.
Physical Requirements and/or Unusual Work Hours: Special Message to Applicants:Posting Date:01/16/2026Closing Date (11:59pm ET):Salary Posting Information: This position falls within hourly grade 11 and the range for this position 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 Band:11Job Classification:non-exempt
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