Senior Administrative Assistant, Events

Posting Details

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Posting Details (Default Section)

Posting Number: 20233712S

Position Title: Senior Administrative Assistant, Events

Position Type: Staff

Location: Villanova, PA

Recruitment Type: Internal/External Applicants

Work Schedule: full-time/12-months

Avg Hours Week

Department: 005-Office of Mission Effectiveness

Position Summary

Part of the Office for Mission and Ministry’s dynamic reimagining of itself, this position is part of the division-wide administrative support team, providing senior level administrative support and budget management. This position will work collaboratively across all departments of Mission & Ministry with specific emphasis on providing logistical support for events in all departments, including website updates, publicity and communications support, and budget reporting as needed. This position also provides secondary support for various office management logistics.

This position requires a flexible work schedule and includes occasional evening and weekend responsibilities. This position requires adaptability and the ability to work both independently and creatively in a collaborative environment.

The Office for Mission and Ministry promotes and supports the Augustinian Catholic mission of the University with particular attention to the Augustinian charism and spirituality, with a concern for building community that is inclusive, respects and celebrates diversity, and fosters an atmosphere that demonstrates care for our common home. These core values are integral to Villanova’s Augustinian Catholic mission and OMM’s stewardship of the mission. It is OMM’s firm desire to be a model of diversity, equity, and inclusion in hiring and programming at Villanova. The Office for Mission and Ministry welcomes and encourages applications from people of all backgrounds and identities who share these values and a desire to promote them across the university.

Duties And Responsibilities

50% of Time OMM Event Planning

• Coordinate logistics for all-staff internal events (breakfast/lunch meetings, welcome events for new staff, Mission Development Day, etc.) Coordinate food orders for Center for Faith and Learning Events, Center for Peace and Justice Education events, Center for the Common Good Events, Liturgy Team Events, Sustainability Team Events, Spirituality Team Events, Multifaith Ministry Events, Residential Ministry Events, MESI Events

20% of Time OMM Event Management

• For events designated by the OVP Office Manager Creates and Manages MS Forms, invitations, reminders for Center for Faith and Learning luncheons and dinners, Sustainability Team Events, Catholic Social Teaching Faculty Workshops, Augustinian Charism Events
• Logistical Support for Special Events-Travel/Hotel/Air/Limo Coordinate Stipend Payments for Guest Speakers

10% of Time Publicity and Communications

• Coordinate OMM event calendar and reconcile with University Events Calendar
• Provides Secondary Support to Director of Communications and Data and Visual Content Manager

15% of Time Administrative

• Attend professional, retreat, evaluation, and planning meetings
• Meet with Supervisor on a regular basis
• Participate in committees as assigned Provide secondary support to select division-wide major events as needed Act as secondary liaison to the University Event Coordinators’ Network
• Attend and actively participate in Staff and Team meetings
• Generate budget reports as needed

5% of Time Other Duties

• Perform other duties and assist with projects as assigned.

Minimum Qualifications

• Strong interpersonal and written communication skills
• Ability to multi-task effectively with the highest level of confidentiality.
• Proficiency in using Microsoft Office Suite programs, internet browsers, Adobe Suite programs and SharePoint
• Ability to handle confidential information with discretion.
• Take initiative and willingly assume responsibilities.
• Excellent organizational skills
• Strong analytic skills
• High School or GED required.
• 5 – 7 years working in office setting

Preferred Qualifications

• Experience working in higher education
• Proficiency in Author, Blackboard, Campus Currents, Campus Newswire, Concur, Outlook, and Performance Management systems
• Bachelor’s degree

Physical Requirements And/or Unusual Work Hours

Special Message to Applicants:

Posting Date: 07/24/2023

Closing Date (11:59pm ET):

Salary Posting Information

Salary commensurate with experience.

Salary Band: G

Job Classification: non-exempt

References Needed

References Needed

Minimum Number of References Needed 3

Maximum Number of References Needed 3