Senior Administrative Assistant, Center for Access, Success and AchievementTo view the position details and/or apply to a position, click on the View Details link below the Job Title.
If you have questions about the application process, please refer to the Applicant FAQ's.Posting DetailsPosting Number: 20243949SPosition Title: Senior Administrative Assistant, Center for Access, Success and AchievementPosition Type: StaffLocation: Villanova, PAWork Schedule: full-time/12-monthsDepartment: 702 - Center for Access Success and AchievementPosition SummaryThe Senior Administrative Assistant performs a variety of administrative duties in support of the department and students.
Specific responsibilities include but are not limited to: creating a welcoming and responsive experience for guests, managing CASA's resource portfolio, inclusive of the Lending Library, answering phones and emails, responding to inquiries, maintaining files, ordering supplies, supporting team member workflows, and preparing tuition remission and stipend approval forms for CASA graduate students.
The candidate must be comfortable operating in a public-facing position and serving as one of the first people someone sees when entering the center.Having a service mindset, the selected candidate will need to be flexible, adaptable, and willing to perform both routine and non-routine tasks as needed.
In addition to front desk support for CASA Office, this role will also provide direct support to the Director as well as direct support to the CASA team.Duties and Responsibilities60% CASA Resource ManagementSupervising manager for the CASA Lending Library, duties include cataloging utilizing the Library of Congress system for call numbers, providing maintenance and CASA staff training on the Folio Software for the lending library management.Scheduling and monitoring library access, enlisting and scheduling CASA staff assistance particularly at peak times in the semester.Managing books for students to borrow and return each semester.Partnering with College of Professional Studies to sort book donations relevant for their use and CASA students.Providing reports to CASA Director for analysis, such as frequency of books checked out and the number of specific titles in our collection.Meeting with the Library Technologist regarding the number of books checked out and returned.40% CASA Student ManagementWorking directly with the CASA coaches (VIEW, AAP, STOVS, WISE) to support their caseload of students as it relates to programming and support of student growth and development as well as any critical needs.Responsible for the purchasing and disbursement of laptops to CASA students and inventory management of the laptop and calculator lending program, including scheduling laptop refresh and any needed repairs with UNIT.Managing the Presidential Scholars with book cards, including Amazon orders and digital purchases.Overseeing onboarding hiring process of graduate assistants and maintenance of their files and records.
Processing stipend payments and tuition remission.
Collaborating with Senior Associate Director in training and supervision of graduate assistants.Completing Purchase Order and P-Card transactions and processing invoices and undertaking basic accounting transactions/reporting/reconciliation as assigned.Assisting the Director with budget management, analyzing budget accounts and financial forecasting.Photocopying, printing, collating, archiving, distributing mail/notices as needed.Ensuring CASA has all required supplies on hand and ordering supplies/equipment as requested.Facilitating and coordinating meeting scheduling for CASA staff, as needed.Coordinating equipment contracts/repairs, facilities requests, office supply maintenance, and service contracts as necessary.Performing additional duties and assisting with special projects as assigned.Minimum QualificationsFive years of administrative experience in an academic environment with progressively increasing responsibilities or any combination of skills, education, and training which provides the necessary skills, abilities, and knowledge required.Preferred QualificationsExperience with managing multiple priorities, working independently and as part of a collaborative team.Excellent communication, interpersonal, and technological skills required to work effectively with a variety of individuals and groups.Commitment to best practices in diversity, equity, and inclusion.Strong working knowledge with computer software packages, including MS Office, Google, and Banner.Attendance with programs and willingness to work flexible hours, including nights and weekends.Physical Requirements and/or Unusual Work HoursThe Center for Access, Success and Achievement is a high-traffic and busy work environment with multiple peak periods of work activity across the calendar year.
Interruptions of work tasks to attend to phone or walk-in inquiries are the norm.
The Senior Administrative Assistant provides support directly to students on campus.Special Message to ApplicantsPosting Date: 03/11/2024Closing Date (11:59pm ET):Salary Posting Information: Commensurate with experience.Salary Band: GJob Classification: non-exemptReferences NeededMinimum Number of References Needed: 3Maximum Number of References Needed: 3Supplemental QuestionsRequired fields are indicated with an asterisk (*).
* How did you first hear of this employment opportunity?Documents needed to complete your application:Required DocumentsCover Letter / Letter of InterestLetters of Reference (uploaded by applicant)Resume / Curriculum VitaeOptional Documents #J-18808-Ljbffr
