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Posting DetailsPosting Number: 20244186S
Position Title: Senior Administrative Assistant
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Department: 185-Mathematics & Statistics
Position Summary: The Senior Administrative Assistant reports to the Chairperson and is responsible for the daily management, operation and supervision of the Department of Mathematics and Statistics. Coordinates the advising process and all activities for the undergraduate math and statistics majors and minors, independent study sections and undergraduate internships. Works with the Assistant Chairperson on scheduling courses and part-time faculty assignments. Manages all Mathematics and Statistics budget accounts and procurement cards. Purchases capital equipment, makes departmental requisitions, reimbursements, all other department purchases and disbursements including grant administration. Coordinates the hiring and on-boarding process for all faculty and staff. Provides support to the Chair as department liaison/primary contact person with other University Offices.
Duties and ResponsibilitiesProvide assistance to undergraduate math and statistics majors and minors.Update, assign and maintain advisor list and student databases.Prepare and maintain undergraduate student folders.Revise and prepare First Year Undergraduate Student Booklet.Support Faculty with student advising using Degree Works, Advise, NOVASIS and Banner.Submit and track changes to students' degree audits using the Degree Works Exceptions/Adjustments process.Certify students for graduation.Coordinate all faculty hiring, including position advertising, candidate visits, hiring budgets, reimbursements, and employee on-boarding.Update Departmental SharePoint accounts.Maintain employee databases, including home addresses, emergency contact information, office assignments, telephone numbers, office hours, faculty roster card schedules and committee assignments.Upload all Departmental course syllabi to the Provost syllabi archive.Generate reports and track departmental budget accounts including faculty travel.Use Novabuy ESM, Concur and PaymentWorks to manage all departmental expenditures, grant related administration, purchasing cards reconciliation, honoraria, requests for reimbursement, student stipends and on-boarding of new vendors.Complete adjunct payroll and overload payroll reports.Renew all institutional memberships and subscriptions.Plan departmental meeting agendas and summarize and post meeting minutes.In collaboration with the Program Coordinator oversee operations of the department including ordering supplies, maintaining office equipment, reserving rooms, trouble-shooting faculty and student issues, and planning departmental activities and events.Minimum QualificationsHigh School diploma.3-5 years related experience.Proficient in computer software applications. Strong organizational, problem-solving and interpersonal skills. Excellent oral and written communications.Ability to work independently and with discretion handling confidential matters.Professional and respectful when working with faculty, students, families, staff and other University employees.Preferred QualificationsSome college preferred.Previous experience in an academic environment preferred.Familiar with Banner, NOVASIS, Degree Works, Advise, Novabuy ESM, PaymentWorks, People Admin and Zoom. Proficient in Microsoft Office.Physical Requirements and/or Unusual Work HoursMust be able to lift 30 lbs. and sit for long periods of time.Special Message to ApplicantsPosting Date: 10/25/2024
Closing Date (11:59pm ET):
Salary Posting Information: Commensurate with experience.
Salary Band: 12
Job Classification: non-exempt
References NeededMinimum Number of References Needed: 0
Maximum Number of References Needed: 0
Supplemental QuestionsRequired fields are indicated with an asterisk (*).
* How did you first hear of this employment opportunity?Indeed.comHigheredjobs.comLinkedInGlassdoorChronicle VitaeAcademic KeysPA CareerLink/JobGatewayProfessional Affiliation/Trade WebsiteDiversity Association/Publication WebsiteAdvertisement in Academic or Professional PublicationReferred by a current employeeReferred by a friend, family member, or former employeeHeard about it at a conference or career fairBrowsing the Villanova websiteCabrini University employeeOther* If your answer to the above question is "Other", please specify the source below. If this question does not apply to you, enter N/A.Documents needed to complete your application:Required DocumentsCover Letter / Letter of InterestResume / Curriculum VitaeOptional Documents
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