Coordinator, Academic Affairs and Student Services
Villanova University
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Job summary
Villanova University is seeking a highly organized Coordinator, Academic Affairs and Student Services to provide high-level administrative support to the Vice Dean for Academic Affairs and the Associate Dean for College and Student Services. The role spans academic affairs, student services, college operations, and admin management.
Key duties include coordinating major student processes, onboarding faculty/staff, managing handbooks, and supporting events and communications.
Qualifications
- Bachelor’s degree required.
- 5+ years of executive level administrative support.
- Experience in a higher education institution supporting leadership.
- Excellent written and verbal communication skills and attention to detail.
- Ability to handle a fast-paced environment and manage multiple projects.
Responsibilities
- Provides administrative support to the Vice Dean and Associate Dean, including minutes, calendars, travel, and expense reports.
- Supports events in the Dean’s administrative suite and provides onsite coverage as needed.
- Assists in student services such as Dean’s list, graduation events, and newsletters.
- Supports Academic Affairs functions, including faculty searches and onboarding.
- Updates college handbooks, recruitment staffing, and coordination of student/faculty lists.
- Collaborates with academic and administrative staff to improve processes.
Skills
Education
Tools
Job description
Villanova University
Do you have questions about the application process? If so, please refer to the Applicant FAQ’s.
Posting Number: 20260427S
Position Title: Coordinator, Academic Affairs and Student Services
Position Type: Staff
Location: Villanova, PA
Recruitment Type: Internal/External Applicants
Work Schedule: full-time/12-months
Avg Hours Week:
Department: 232-Nursing
The Coordinator, Academic Affairs and Student Services provides complex, diverse and high-level administrative and operational support to the Vice Dean for Academic Affairs and the Associate Dean for College and Student Services. This role supports a broad portfolio spanning academic affairs, student services, college operations, and administrative management. Key responsibilities include coordinating major student processes such as Academic Standing and Records and Experiential Learning Committees, new student orientation, graduation events, Dean’s list, student newsletters, scholarships, updating and maintaining student and faculty handbooks. The Coordinator also assists the Vice Dean and Associate Dean with essential Academic Affairs functions, including full-cycle support for faculty searches, coordination of faculty and staff onboarding, and maintenance of student and faculty handbooks.
The Coordinator serves as an administrative partner for the Vice Dean and Associate Dean, managing their calendars, communications, travel, expense reporting and committee support. As an integral member of the Dean’s suite team, the Coordinator provides administrative coverage for the Dean and the Dean’s suite, ensuring smooth daily operations while working with internal and external stakeholders.
- Join a mission-driven organization. Since Villanova University’s founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
- Villanova has been included among the nation’s best colleges and universities. VU’s inclusion again in U.S. News & World Report’s 2025 “Best Colleges” rankings is another indication of the University’s continued prominence and forward momentum.
- Villanova’s most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.
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.
Administrative Responsibilities:
- Provides administrative support to the Vice Dean and Associate Dean including but not limited to creating and distributing committee assignments, recording and managing minutes and documents for various committees, managing detailed calendars including scheduling meetings, organizing filing systems, making travel arrangements, mailings, writing and distributing emails and other communication forms (some confidential in nature), ordering supplies for the Dean’s suite, submitting and reconciling expense reports using the online system.
- Coordinates with the Dean’s Office Administrator to ensure administrative support for events in the Dean’s administrative suite.
- Supports the Dean’s administrative onsite support needs at least 2 days per week and more as needed.
- Assists in researching and organizing information and data for internal and external reports, presentations, surveys, and accreditation materials.
- Prepares and formats materials and assists with the development of Powerpoint or other presentations.
Student Services Support
- Assists with the college’s Dean’s list process each semester ensuring accuracy and timeliness in distribution of letters.
- Co-creates and distributes the student newsletter up to four times annually.
- In close collaboration with the Associate Dean, manages all aspects of student graduation events, including ordering of awards, award payment processing, event planning, volunteer oversight, and staffing at events.
- In a highly confidential and sensitive manner, works closely with the Associate Dean on the McLean Scholarship compiling applications, scheduling committee meetings, and communicating with students.
- Provides administrative support for the LEAD Professional Development events including event set up.
- Updates and maintains traditional undergraduate student faculty advisors in Banner.
- Consults with student organizations to schedule rooms, place orders, and process payments through the online system.
- Manages all aspects of the FCN Community Closet, including coordinating donations, managing inventory, and coordinating product distribution to students.
Academic Affairs Support
- Supports the Vice Dean in highly confidential and sensitive matters as they relate to the Student Educational Experiences Committee, Rank and Tenure/Promotion, and Academic Standing and Records Committee processes. Compiles student data and applications, provides administrative support for meetings such as creating minutes and agendas, and creates and distributes student communications. Schedules rank and tenure/promotion Committee Meetings following policy guidelines and supports administrative aspects of the rank and tenure process.
- Supports logistical aspects of faculty searches including but not limited to external advertisements, corresponding with candidates, obtaining parking passes, making travel and lodging arrangements, and working with search committee to create and schedule the interviews. In coordination with the Vice Dean and hiring managers, organizes and schedules new faculty and staff orientations streamlining the process to ensure a smooth, comprehensive, and welcoming onboarding experience.
College Support
- In collaboration with the administrative team, creates and updates college committee lists and recruitment staffing assignments; and student and faculty handbooks.
- Manages requests for college ordering and distribution of sympathy/get well, and other recognition items.
- Supports the supervision of Tuition Scholars and other Graduate Assistants for the Vice Dean and Associate Dean. Develops and tracks schedules, distributes work tasks, and ensures accuracy and completion of tasks.
- Provides input into continuous process improvement.
- Perform other duties and assist with projects as assigned.
Formal Education
- Bachelor’s degree required.
Minimum Work Experience
- Minimum of 2 years of high-level office support experience.
Work Skills
- Excellent written and verbal communication skills and strong attention to detail.
- Must convey a highly professional demeanor, maintain strict confidentiality when handling sensitive information and demonstrate excellent customer service skills.
- Ability to handle a fast-paced environment, manage multiple projects/tasks with varied deadlines and frequent interruptions, and have the ability to anticipate needs proactively.
- Ability to work independently, be a critical thinker, and be a strong problem solver.
- Demonstrated ability to establish and maintain positive and collaborative working relationships with faculty, staff, and students within the College and with other administrative departments on campus.
Specific Job Knowledge
- Expert knowledge of Microsoft Office Suite, and excellent knowledge of relational database concepts. Must have skilled level in Word, EXCEL, PowerPoint, Zoom, Teams, and survey tools (i.e., Qualtrics), and an ability to refine and improve processes.
- Equipment Knowledge
- Excellent working knowledge of word processing equipment and other standard office equipment.
Other May require nights/weekends as needed and scheduled in advance
Work Experience
- 5+ years of executive level administrative support
- Experience in a higher education institution supporting leadership level administrators. Work Skills (e.g., written and verbal communication skills)
Specific Job Knowledge
- Knowledge of Banner and Slate is preferred.
Special Message to Applicants: Thank you for your interest in a position at the M. Louise Fitzpatrick College of Nursing.
Posting Date: 09/09/2026
Salary Posting Information: This position falls within hourly grade 12 and the range is $22.36-29.12/hr. The final salary will be determined with consideration of several factors including the selected candidate’s qualifications, department budget availability, market data, and internal equity.
Salary Grade: 12
Job Classification: non-exempt
Minimum Number of References Needed: 3
Maximum Number of References Needed: 3
- * How did you first hear of this employment opportunity?
- Indeed.com
- Higheredjobs.com
- Glassdoor
- Chronicle Vitae
- Academic Keys
- PA CareerLink/JobGateway
- Professional Affiliation/Trade Website
- Diversity Association/Publication Website
- Advertisement in Academic or Professional Publication
- Referred by a current employee
- Referred by a friend, family member, or former employee
- Heard about it at a conference or career fair
- Browsing the Villanova website
- Cabrini University employee
- Other
- * 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.
(Open Ended Question)
Required Documents
- Cover Letter / Letter of Interest
- Resume / Curriculum Vitae
Optional Documents
Equal employment opportunity, including veterans and individuals with disabilities.
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