Overview
Part-time Administrative Assistant Jobs in Honolulu, HI at AOUO Interstate Building
Posting Number:
20254321S
Position Title:
Administrative Assistant II
Position Type:
Staff
Location:
Villanova, PA
Recruitment Type:
Internal/External Applicants
Work Schedule:
full-time/12-months
Avg Hours Week
Department:
143-Psychological and Brain Sciences
Position Summary:
Working with the Senior Administrative Assistant and under the supervision of the Department Chairperson, the Administrative Assistant II supports the Department of Psychological and Brain Sciences (PBS) by performing diverse administrative duties for its undergraduate and graduate programs, as well as the research and supporting activities of faculty and students.
Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:
Student Academic Records Management and Communication with Students & Prospective Students
Develop expertise in degree requirements for the PBS academic programs and use multiple software systems to generate curriculum audits, analyze student academic progress, and certify graduation requirements for September, December, and May graduation.
Maintain records of students minoring in psychology and communicate with them as needed
Assist Graduate Program Director with tracking and updating graduate students’ academic records, communicating with graduate students about important deadlines.
Conduct preliminary review of graduate program applications and follow up with applicants to collect any missing materials.
Assist the department chairperson with maintaining an accurate record of courses offered by the department.
Coordinate and Manage Facilities-Related Activities
Create and monitor requests for repairs and maintenance of department facilities and equipment
Maintain systems for scheduling select department facilities
Procurement and Financial Systems
Generate and process purchase orders for supplies and equipment
Make purchases using a procurement card and submit monthly expense reports.
Process reimbursements and other payment requests for faculty, students, and visitors
Adhere to and ensure compliance with both existing & newly established purchasing policies and procedures.
Event Organizing
Assist department leaders, faculty, and students in organizing and promoting department events internally and externally
Graduate Student Thesis Processing
Support graduate students in final thesis submission procedures, to ensure timely submission to the department and Office of Graduate Studies ·
Perform technical formatting review of student theses using formatting rubric ·
Solicit thesis evaluation feedback from thesis mentors and committee members
Information Gathering and Dissemination
Address questions from students, prospective students, faculty, and staff in the office, via phone, and via email.
Serve as liaison between PBS and other offices and departments by knowing the key functions of offices throughout campus and by possessing an understanding of best practices and University/College policies and procedures that influence departmental operations.
Cultivate effective working relationships within the department and establish strong working relationships with other colleges and administrative departments.
Disseminate new University, College and Department policies and procedures to PBS faculty, staff, and students.
Keep up to date on procedures, protocols, and software tools relevant to academic department procedures.
Document Maintenance and Distribution
Maintain a library of policy documents and promotional materials associated with academic programs, courses, department procedures, and protocols
Assist faculty in editing documents and distributing them
Compile course syllabi for submission to the university’s syllabus archive
Perform Other Duties as Assigned
Minimum Qualifications:
Formal Education
H.S. Diploma or equivalent
Minimum Work Experience
Minimum of 2 years’ experience in an office environment with multiple coworkers
Work Skills
Keyboarding
Proficiency and experience learning new software systems
Good problem-solving skills
Preferred Qualifications:
Formal Education
Some college experience
Work Experience
Microsoft Office Suite, including Excel
Work Skills (Written & Verbal Communication Skills)
Good communication skills
Strong interpersonal skills
Ability to multitask
Specific Job Knowledge
Experience in higher education environment a plus
Physical Requirements and/or Unusual Work Hours:
Special Message to Applicants:
Posting Date:
03/24/2025
Closing Date (11:59pm ET):
Salary Posting Information:
Commensurate with experience.
Salary Band:
11
Job Classification:
non-exempt
References Needed
References Needed
Minimum Number of References Needed
3
Maximum Number of References Needed
3
Title: Part-time Administrative Assistant
Company: AOUO Interstate Building
Location: Honolulu, HI
