Coordinator, Academic Affairs and Student Services

VILLANOVA UNIVERSITY; Rosemont (PA); On-site; USD 45,000 - 60,000; Full time

Job summary

Villanova University is seeking a Coordinator, Academic Affairs and Student Services to provide complex administrative support to the Vice Dean for Academic Affairs and the Associate Dean for College and Student Services. You’ll manage calendars, travel, expense reporting, and committee outcomes, while coordinating key student services and academic affairs functions.

You’ll support faculty searches, onboarding, and compilation of admissions and graduation materials, ensuring confidentiality and

Qualifications

• Experience providing high-level administrative support to senior leaders.
• Ability to manage complex calendars and travel arrangements.
• Strong planning and event coordination skills.
• Proven ability to handle confidential information and sensitive processes.

Responsibilities

• Provide administrative support to the Vice Dean and Associate Dean, manage minutes and documents for committees.
• Coordinate calendars, travel, expenses, and communications for the Dean’s suite.
• Support major student processes: orientation, graduation events, Dean’s list, newsletters, and scholarships.
• Assist with faculty searches and onboarding, and maintain handbooks for students and faculty.
• Support events in the Dean’s administrative suite and provide onsite coverage as needed.
• Collaborate with internal and external stakeholders to ensure smooth daily operations.

Skills

Calendar management

Travel arrangements

Event coordination

Expense reporting

Executive support

Communication skills

Administrative coordination

Meeting minutes

Tools

Banner

PowerPoint

Job description

Coordinator, Academic Affairs and Student Services

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Posting Details

Posting Details (Default Section) 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 Position Summary: 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.

Why work at Villanova?

• 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.

Duties and Responsibilities:

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