Description

Villanova University

Events and Administration Coordinator

Posting Details

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Posting Details (Default Section) Posting Number:20254556SPosition Title:Events and Administration CoordinatorPosition Type:StaffLocation:Villanova, PARecruitment Type:Internal/External ApplicantsWork Schedule:full-time/12-monthsAvg Hours WeekDepartment:576-Dean, Professional StudiesPosition Summary: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.

Reporting to the Assistant Dean, Finance & Administration, the Administrative and Events Coordinator supports the College of Professional Studies as the lead for all college-related events. The coordinator assists with planning and executing events with appropriate college teams and external partners ensuring the highest standards are adhered to for all events. This role also serves as the first point of contact to visitors by providing outstanding customer service to them as well as faculty, staff, and students by assisting them directly with their inquiries if possible or directing them to the appropriate CPS team member or other office on campus. This position assists the Executive Administrative Assistant with scheduling, meeting arrangements, travel arrangements as needed. This position orders and maintains adequate supplies to support the work of the entire college and ensures that the physical appearance of the public areas of the College are always presentable. The Administrative and Events Coordinator provides high level support across various teams within the college with high expectations for detail-oriented, and excellent administrative support.

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:College Events:

• Under the direction of the Assistant Dean, Finance and Administration, coordinate and organize all College events using a standardized planning approach to maintain a standard level of excellence, organization and professionalism for all college events.
• Develop a college wide system to track all events ensuring appropriate scheduling.
• Serve as point of contact with third party vendors for event contracts manage approval flow.
• Maintain the College "Event Submission Form" and provide support to all college teams as needed.
• Coordinate with University partners, such as Catering, Facilities, Public Safety, Academic departments, and other University divisions, to execute successful events.
• Plan and execute with relevant stakeholders post event debriefs with the goal of continual improvement.
• Track and report data relevant to College Events as needed.

College Administration:

• Greet visitors and students and direct them to the appropriate office or CPS staff member.
• Answer main college phone lines and route calls appropriately.
• Monitor College email inboxes and respond to questions as needed or route to the appropriate team and/or staff member.
• Responsible for College Procurement processes, including but not limited to submitting purchase order requisitions, paying invoices, ordering course material for faculty and ordering office supplies for staff
• Manage third-party vendor onboarding process.
• Submit Facilities, Maintenance and Technology requests as needed for all staff members across two physical spaces.
• Assist with the onboarding process for newly hired staff.
• Assist Executive Administrative Assistant with various tasks such as scheduling, travel arrangements, restaurant reservations, meeting preparation and ordering of meals for CPS onsite meetings.
• Maintain college records by maintaining repository of CPS meeting agendas and minutes and soliciting CPS faculty and staff for updates to the college handbook.
• Coordinate the scheduling of interviews of all finalist candidates for faculty and staff positions with the CPS.

Additional Responsibilities:

• Perform additional duties and assist with special projects as assigned.
• Participate in events with CPS on occasional nights and weekends.

Minimum Qualifications:

• Required experience in office management and event planning
• Minimum 3 years of administrative office experience. Experience working as an executive-level administrative professional and/or in a higher education environment preferred
• Proficiency in all standard computer applications, with a general comfortability with all Microsoft Office products (Word, Excel, PowerPoint, Outlook). General knowledge of office principles and procedures is required.
• Detail-oriented, with the ability to manage various projects amidst an atmosphere of consistent interruptions. Excellent oral and written communication skills; strong organizational, problem solving and decision-making skills are required.
• Must communicate professionally and efficiently within a fast-paced environment.

Preferred Qualifications:

• Bachelor's degree preferred
• Familiarity with Adobe Sign, SharePoint, Teams and Zoom is preferred. Experience with Banner and/or Concur also preferred

Physical Requirements and/or Unusual Work Hours:

• Participate in events with CPS on occasional nights and weekends.

Special Message to Applicants:Posting Date:12/18/2025Closing Date (11:59pm ET):Salary Posting Information: This position falls within salaried grade 12 and the range for this position is $27.58-29.12 per hour. 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 Band:12Job Classification:non-exempt

References Needed

References Needed Minimum Number of References Needed3Maximum Number of References Needed3

Supplemental Questions

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Documents needed to complete your application:

Required Documents

1. Resume / Curriculum Vitae
2. Cover Letter / Letter of Interest

Optional Documents

1. Other Document

PI280755504