Posting Number: 20244135S
Position Title: Manager, Office of the Vice President
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Department: 005-Office of Mission and Ministry
Position Summary:
Part of the Office for Mission and Ministry, the Manager, Office of the Vice President, is the leader of the division-wide administrative support team and will provide advanced administrative support to the Vice President and Assistant Vice Presidents in the Office for Mission & Ministry, including maintenance of files and partnership with various campus and external partners. While using independent judgment, the Manager will serve as a resource for communication with internal and external constituents as well as resolve and troubleshoot challenges. The Manager will be responsible for ongoing supervision of the administrative assistants in the Office for Mission and Ministry. The Manager will establish procedures and protocols to improve efficiency and effectiveness of administrative operations and will oversee professional development for administrative staff. The Manager will also be responsible for coordination and assist in planning of select division-wide major events.
The Manager coordinates multiple items, initiatives, and projects within the Office of the Vice President and serves an important role alongside the Office’s leadership team through a variety of work functions that are both high-level and highly confidential.
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.
The Manager, Office of the Vice President supports the Vice President and Assistant Vice Presidents. This position will supervise all administrative and office assistants within the Office for Mission and Ministry.
Duties and Responsibilities:
1. Office of the Vice President Operations:
- Provide advanced administrative support to the Vice President and Assistant Vice Presidents of the Office for Mission & Ministry, including maintenance of files, reconciliation of expenses, and liaise with all levels of campus and external partners.
- Maintain calendar and schedule meetings via the Outlook meeting invitation process with multiple attendees.
- Advise the VP and AVPs on a variety of issues, including office priorities and deadlines, celebration of milestones/life events, and issues related to office operations.
- Serves as OMM’s Green Office Champion
- Compiles and Provides agenda and meeting minutes at the direction of the Vice President.
- Manages initial approvals for expenses and invoices processed through Concur for all staff in the Office for Mission & Ministry that are charged on the main OVP budget. This includes managing all Amazon, Office Basics, and personal P-Card approvals for the office for supplies and VP/AVP event needs.
2. Event Planning:
- Assist with all aspects of event planning and execution of select OMM major events.
- Prepares and processes honoraria for select OMM major events
- Provides additional support for other events as needed.
- Act as OMM’s liaison with University Event Coordinators’ Network.
3. OMM Administrative Operations:
- Establish procedures and protocols for all administrative operations.
- Manages, mentors, and leads the administrative assistant team.
- Approves and manages leave for administrative assistants.
- Attend and actively participate in Staff and Team meetings
- Attend professional, retreat, evaluation, and planning meetings
- Meet with Supervisor on a regular basis
- Participate in committees as assigned
4. Other Duties:
- Perform additional duties and assist with special projects as assigned.
Minimum Qualifications:
Formal Education
- Bachelor’s degree required.
Work Experience
• 3 years of administrative support experience required.
Specific Job Knowledge
- Solid understanding of work flow, process steps and professional standards for the function
- Advanced organizational and time management skills
- Ability to set priorities for self and manage own time, effort and activities
- Ability to participate as an active team member
- In-depth knowledge of and experience with Microsoft Office products, particularly Excel and Word
- Significant experience working with enterprise-wide financial systems and budget development systems (SCT Banner experience a plus)
- Experience with PCs and related functionality (e.g. e-mail, document scanning, etc.) and other general office equipment
Preferred Qualifications:
Work Experience
- 5-7 years of administrative support experience preferred
- Knowledge of higher education and fundraising environment preferred.
- Prior supervisory experience preferred.
Physical Requirements and/or Unusual Work Hours:
- Tools, machinery and equipment used: General office equipment
- Environmental conditions: General office environment.
- Physical requirements: General office environment.
Special Message to Applicants:
Posting Date: 08/26/2024
Closing Date (11:59pm ET): 09/14/2024
Salary Posting Information: Commensurate with Experience.
Salary Band: I
Job Classification: exempt
to apply, visit: https://jobs.villanova.edu/postings/29541
jeid-f2e39c1e69a11342bfd0a9436d2f28f9
