Senior Administrative Assistant

Location: Villanova, PA | Full-time, 12-month position

About the Role

The Grad Center Senior Administrative Assistant (AA) is an integral role to the organization and operation of the Center for Graduate Research and Education (Grad Center) within the Office of the Provost. The Grad Center broadens the scope of attention and services to the 3,000+ graduate students at the University. Reporting to the Director, Center for Graduate Research and Education, the AA will work closely with the Assistant Vice Provost for Graduate Research and Education (AVPr) and the entire Grad Center team. The AA serves as an essential team member for graduate student initiatives, providing administrative, event planning, website, and project support at a quality and highly confidential level.

The AA is responsible for ensuring that the Center’s general operations run smoothly: welcoming visitors, promptly answering emails and phone calls, organizing events, maintaining the office, and coordinating programs with efficiency and professionalism. Throughout, the AA maintains a deep commitment to ensuring that students—and Villanova’s Augustinian mission and values—are central to the Grad Center’s operations.

Responsibilities

• Event, Website, and Program Support (35%)
  • Provide logistical support for AVPr/Grad Center events, including website updates, publicity, communications, and budget reporting.
  • Collaborate with the Grad Center Associate Director, Graduate Student Experience (ADEx) to plan, organize, and execute all AVPr/Grad Center events (e.g., Graduate Student Community Kick-Off Picnic).
  • Complete event logistics (room reservations, catering, invitations) in compliance with University Event Management policies.
  • Participate in the Event Coordinator’s Network and attend regular meetings.
  • Maintain and support event registrations using Villanova’s event management software, STOVA.
  • Update and maintain the Grad Center web presence and internal digital signage.
  • Document and generate meeting agendas, minutes, and follow-up materials.
  • Manage Thank You and Holiday card processes, including donor stewardship protocols.
  • Support data collection, management, and analysis for Center processes.
• Customer Service (20%)
  • Provide walk-in, email, and phone support to students, faculty, staff, parents, alumni, and guests.
  • Manage the Grad Center email account.
  • Collaborate with administrators in the CLAS Office of Graduate Studies to manage shared spaces, ensuring professional staffing, organization, and supplies.
  • Foster a vibrant, inclusive, and welcoming graduate student community space.
• Office Administration (20%)
  • Manage Grad Center office space and student lounge in collaboration with ADEx.
  • Assist with supervision and management of student workers.
  • Maintain calendars for conference rooms and shared event spaces in Vasey Hall.
  • Oversee a shared Grad Center calendar for important dates, deadlines, and annual reminders.
  • Maintain software for Grad Center programs (e.g., Suitable, Qualtrics, Stova, Slate, Argos, Banner).
  • Manage comprehensive lists of graduate students and stakeholders (e.g., Graduate Deans, Program Directors) and share with relevant University departments.
  • Oversee the study carrel distribution process for the graduate student lounge at Falvey Library.
  • Order and maintain office supplies, manage incoming mail, and ensure office cleanliness.
• Grad Center Special Projects Support (10%)
  • Provide high-level administrative support for major Grad Center initiatives (e.g., GradADVANCE, Healthcare Subsidy, Startup Grant).
  • Assist the AVPr with special projects, including research, data collection, communications, event coordination, and stewardship for the Graduate Education Advisory Council (GEAC).
• Team and Budget Support (10%)
  • Administer financial processes, including budget support, journal entry transfers, procurement card management, and purchasing.
  • Assist with major reports and budget spreadsheets.
  • Schedule meetings, arrange travel, and manage reimbursements for team members, consultants, and guests.
  • Manage monthly procurement processes for full-time team members and regular Grad Center procurement.
  • Assist ADEx with purchasing for graduate student group events and programs.
  • Ensure secure, centralized access to internal materials and documents for the Grad Center team.
  • Provide general administrative support to the AVPr and Grad Center team.
• Additional Duties (5%)
  • Perform additional duties and assist with special projects as assigned.

Requirements

• Education: High school diploma or equivalent required; Bachelor’s degree strongly preferred.
• Experience:
  • Experience in providing exceptional customer service (e.g., students, alumni, faculty, staff).
  • Event planning and programming experience.
  • Experience with webpage updates.
  • Administrative experience in higher education (preferred).
  • Financial systems knowledge and experience (preferred).
  • Experience in data collection and analysis (preferred).
• Skills:
  • Excellent written and oral communication skills.
  • Superb organizational skills and attention to detail.
  • Strong decision-making instincts and ability to work independently or collaboratively.
  • Ability to handle sensitive material and information confidentially.
  • Proficiency in Microsoft Office and willingness to learn new software and reporting systems.
  • Data management and analysis skills (preferred).
  • Knowledge of customer relationship management software (e.g., Handshake), university platforms (e.g., Slate, Banner), and website design tools (e.g., Illustrator) (preferred).
• Attributes:
  • Disciplined, results-oriented, and demonstrates high integrity, professionalism, and confidentiality.
  • Strong attention to detail while understanding the broader operational framework.
  • Professional demeanor, team player, and excellent customer service skills.
  • Ability to thrive in a fast-paced environment with multiple projects, varied deadlines, and frequent interruptions.
  • Maturity, poise, and judgment.
  • Deep commitment to Villanova University’s mission, students, and Catholic/Augustinian heritage.
  • Desire to serve the needs of a diverse community.

Physical Requirements

• Sitting for extended periods (a standing desk is available).
• Occasional evening and weekend hours required for special events.

Pay

This position falls within hourly grade 12, with a pay range of $21.92–$29.12 per hour. The final salary will be determined based on the selected candidate’s qualifications, department budget availability, market data, and internal equity.

Benefits

• Holistic benefits package, including generous paid time off.
• Competitive retirement savings plan.
• Flexible work options.
• Wellness programs, including gym membership.
• Professional development opportunities.
• Tuition assistance.