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Administrative Assistant II - 20260243S

Villanova University • Villanova, PA • 20h ago

Position Title: Administrative Assistant II

Position Type: Staff

Work Schedule: full time / 12 months

Department: 717 - UTS - Senior Management Team

Position Summary:

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.

The Administrative Assistant II provides advanced administrative and operational support to the Office of the CIO and the broader University Technology Services organization. This role is responsible for managing defined administrative and office operations independently, leveraging technical systems and digital tools to streamline workflows, reducing manual effort, and supporting efficient day-to-day operations.

Reporting to the Manager, Office of the CIO, this position plays a key role in enabling leadership effectiveness by assuming responsibility for routine operational coordination, systems-based administrative processes, and office logistics. The ideal candidate is highly organized, systems-oriented, and comfortable working in a technology-driven environment, with a strong ability to use tools and platforms to improve efficiency, accuracy, and consistency.

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:

Administrative & Operational Support

Provide comprehensive administrative support to the Manager, Office of the CIO, and assigned IT leadership.

Manage routine administrative requests and inquiries, ensuring timely resolution and appropriate follow-up.

Coordinate meetings, prepare agendas and meeting materials, and support documentation and follow-up actions supporting the Assistant Vice Presidents of Technology Services, and Project Management Office.

Monitor Project Management Office Tier 1 and Tier 2 deadlines and facilitate coordination of meetings.

Support meeting coordination for all IT Governance.

Maintain accurate and well-organized digital records, documentation, and reference materials.

Support scheduling, logistics, and coordination for meetings, events, and internal activities.

Serve as a primary administrative point of contact for internal stakeholders.

Technology-Enabled Administration & Systems Support

Use enterprise systems and digital tools to manage administrative processes and workflows.

Maintain accurate data and records across multiple platforms, reducing reliance on manual tracking.

Support system-based workflows for requests, documentation, onboarding, and coordination.

Identify opportunities to streamline, standardize, or automate administrative processes.

Maintain shared digital resources, including shared drives, forms, templates, and documentation.

Ensure consistency, accessibility, and accuracy of administrative information across systems.

Office & Resource Coordination

Support office operations and workspace logistics for IT locations as assigned.

Assist with facilities coordination, space requests, maintenance requests, and office setup needs.

Monitor and manage office supplies, equipment coordination, and related administrative resources.

Support planning and coordination of internal meetings and events

Maintain internal contact lists, administrative guidelines, and office reference materials.

Leadership Support & Workflow Enablement

Assist the Manager, Office of the CIO with defined administrative and operational responsibilities.

Help manage administrative workflow intake to ensure efficient routing and completion.

Support preparation for leadership meetings and internal communications as requested.

Take ownership of recurring administrative and coordination tasks to reduce operational burden on leadership.

Perform other duties and assist with projects as assigned.

Minimum Qualifications:

Formal Education

High School Diploma or GED required

Work Experience

3-5 years of progressively responsible administrative, office operations, or support experience

Experience working in a systems heavy, technology enabled, or operations focused environment

Work Skills (e.g., written and verbal communication skills)

Strong organizational and time management skills with attention to detail

Strong written and verbal communication skills

Ability to manage multiple priorities independently and meet deadlines

Ability to exercise sound judgment and work with a high degree of professionalism and discretion

Ability to work collaboratively with leadership, professional staff, and cross-functional partners

Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)

Knowledge of administrative and office operations best practices

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