Administrative Business Assistant
Villanova University
Posting Details
The Administrative Business Assistant provides high-level administrative, operational, and customer support for the Office of Fitness & Recreation across all Villanova campuses, including Cabrini. This role supports professional staff, student employees, and leadership by coordinating communications, maintaining records, supporting hiring and training processes, and ensuring that daily office and program operations run smoothly and in compliance with University policies.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been, and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/ Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. Duties and Responsibilities: Office Operations & Customer Support Serve as the primary administrative contact for the Office of Fitness & Recreation. Respond to calls, emails, comments, feedback, and inquiries from students, staff, and community members. Support Directors and Coordinators with scheduling, communications, and administrative coordination. Schedule meetings, manage calendars, and prepare materials as needed. Sort mail, deliveries, and distribute materials. Provide staff with information, materials, and supplies needed for daily operations. Assist in the planning and implementation of employee trainings.
Administrative, Staffing & Compliance Support Track onboarding, certifications, clearances, permissions, training, role changes, and separation of student, casual, and part-time employees. Assist with recruitment, onboarding, and training logistics. Maintain digital and physical personnel and program files. Compile meeting minutes, end-of-year reports, engagement statistics, and operations manuals. Maintain Fitness & Recreation injury logs and coordinate post-injury communications. Support compliance with University policies and procedures.
Financial & Business Office Support Serve as the primary liaison to the Athletics Business Office for contracts, waivers, purchasing, transactions, and insurance claims. Assist with office orders, purchasing requests, and financial transaction tracking. Support responsible use of departmental funds.
Engagement & Event Support Assist with event planning, logistics, and coordination. Support website updates and the creation and distribution of promotional and informational materials. OtherPerform other duties and assist with projects as assigned. Minimum Qualifications: Formal Education· High school diploma or equivalent required.· First Aid, CPR, and AED certification (must be obtained within a specified period after hire).
Work Experience· 0–2 years of experience in administrative support, customer service, office operations, campus recreation, athletics, or a related environment.· Relevant student employment, internships, or graduate assistantships may be counted toward experience.· Experience working in a customer-facing or student-facing environment.
Work Skills (e.g., written and verbal communication skills)· Strong customer service and interpersonal skills.· Ability to organize, track, and maintain accurate records.· Ability to handle multiple tasks and shifting priorities in a fast-paced environment.· Strong verbal and written communication skills.· Ability to work collaboratively with professional staff and student employees.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)· Basic understanding of office operations, record keeping, and administrative processes.
· Interest in campus recreation, athletics, or student engagement environments.· Commitment to professionalism, confidentiality, and accuracy.· Proficiency with basic computer applications, including email, Microsoft Word, and Excel, and the ability to learn scheduling, timekeeping, and recreation management systems.·Other:· Some early morning, evening, and weekend hours are required based on program and operational needs. Preferred Qualifications: Formal Education· Associate’s degree, bachelor’s degree, or coursework in business, administration, sports management, recreation, or a related field.
Work Experience· Experience working in a campus recreation, athletics, student affairs, or higher education office.· Experience supporting hiring, scheduling, or payroll processes.· Experience working in an environment with high volumes of student employees.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)· Familiarity with University or departmental policies and procedures.· Experience supporting compliance, record keeping, or customer service in a higher education setting. Physical Requirements and/or Unusual Work Hours: · Some early morning, evening, and weekend hours are required based on program and operational needs. Special Message to Applicants: This position will be available June 2026. Posting Date: 02/10/2026 Closing Date (11:59pm ET): Salary Posting Information: This position falls within salaried grade 11 and the range for this position is $25.05-26.48/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: 11 Job Classification: non-exempt References Needed References Needed Minimum Number of References Needed 3 Maximum Number of References Needed 3 Supplemental Questions
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Posting Details (Default Section) Posting Number: 20260027S Position Title: Administrative Business Assistant Position Type: Staff Location: Villanova, PA Recruitment Type: Internal/External Applicants Work Schedule: full-time/12-months Avg Hours Week Department: 775-Athl - Intramurals Position 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.The Administrative Business Assistant provides high-level administrative, operational, and customer support for the Office of Fitness & Recreation across all Villanova campuses, including Cabrini. This role supports professional staff, student employees, and leadership by coordinating communications, maintaining records, supporting hiring and training processes, and ensuring that daily office and program operations run smoothly and in compliance with University policies.
Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been, and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/ Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. Duties and Responsibilities: Office Operations & Customer Support Serve as the primary administrative contact for the Office of Fitness & Recreation. Respond to calls, emails, comments, feedback, and inquiries from students, staff, and community members. Support Directors and Coordinators with scheduling, communications, and administrative coordination. Schedule meetings, manage calendars, and prepare materials as needed. Sort mail, deliveries, and distribute materials. Provide staff with information, materials, and supplies needed for daily operations. Assist in the planning and implementation of employee trainings.
Administrative, Staffing & Compliance Support Track onboarding, certifications, clearances, permissions, training, role changes, and separation of student, casual, and part-time employees. Assist with recruitment, onboarding, and training logistics. Maintain digital and physical personnel and program files. Compile meeting minutes, end-of-year reports, engagement statistics, and operations manuals. Maintain Fitness & Recreation injury logs and coordinate post-injury communications. Support compliance with University policies and procedures.
Financial & Business Office Support Serve as the primary liaison to the Athletics Business Office for contracts, waivers, purchasing, transactions, and insurance claims. Assist with office orders, purchasing requests, and financial transaction tracking. Support responsible use of departmental funds.
Engagement & Event Support Assist with event planning, logistics, and coordination. Support website updates and the creation and distribution of promotional and informational materials. OtherPerform other duties and assist with projects as assigned. Minimum Qualifications: Formal Education· High school diploma or equivalent required.· First Aid, CPR, and AED certification (must be obtained within a specified period after hire).
Work Experience· 0–2 years of experience in administrative support, customer service, office operations, campus recreation, athletics, or a related environment.· Relevant student employment, internships, or graduate assistantships may be counted toward experience.· Experience working in a customer-facing or student-facing environment.
Work Skills (e.g., written and verbal communication skills)· Strong customer service and interpersonal skills.· Ability to organize, track, and maintain accurate records.· Ability to handle multiple tasks and shifting priorities in a fast-paced environment.· Strong verbal and written communication skills.· Ability to work collaboratively with professional staff and student employees.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)· Basic understanding of office operations, record keeping, and administrative processes.
· Interest in campus recreation, athletics, or student engagement environments.· Commitment to professionalism, confidentiality, and accuracy.· Proficiency with basic computer applications, including email, Microsoft Word, and Excel, and the ability to learn scheduling, timekeeping, and recreation management systems.·Other:· Some early morning, evening, and weekend hours are required based on program and operational needs. Preferred Qualifications: Formal Education· Associate’s degree, bachelor’s degree, or coursework in business, administration, sports management, recreation, or a related field.
Work Experience· Experience working in a campus recreation, athletics, student affairs, or higher education office.· Experience supporting hiring, scheduling, or payroll processes.· Experience working in an environment with high volumes of student employees.
Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area)· Familiarity with University or departmental policies and procedures.· Experience supporting compliance, record keeping, or customer service in a higher education setting. Physical Requirements and/or Unusual Work Hours: · Some early morning, evening, and weekend hours are required based on program and operational needs. Special Message to Applicants: This position will be available June 2026. Posting Date: 02/10/2026 Closing Date (11:59pm ET): Salary Posting Information: This position falls within salaried grade 11 and the range for this position is $25.05-26.48/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: 11 Job Classification: non-exempt References Needed References Needed Minimum Number of References Needed 3 Maximum Number of References Needed 3 Supplemental Questions
Required fields are indicated with an asterisk (*).
* How did you first hear of this employment opportunity? Indeed.com Higheredjobs.com LinkedIn 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)
* An individual associated with a prospective student-athlete is defined as: • Any person who maintains or directs others to maintain contact with a prospective student-athlete, the prospective student-athlete’s parents or legal guardians, or the prospective student-athlete’s coach; and • Such contact is directly/indirectly related to the prospective student-athlete’s athletics skills/abilities or for recruitment/enrollment at VU. Examples of individuals associated with a prospect could be any of, but not limited to, the following: • Parents/Legal Guardians • Coaches (high school, college, club) • Personal/Skills Trainers • Relatives • Strength Coach • Advisors Consistent with the above definition for what constitutes associated, are you associated with any: • Basketball (men’s or women’s) prospective student-athletes (grades 9-12) or their parents, relatives or coaches? Y N Yes No * An individual associated with a prospective student-athlete is defined as: • Any person who maintains or directs others to maintain contact with a prospective student-athlete, the prospective student-athlete’s parents or legal guardians, or the prospective student-athlete’s coach; and • Such contact is directly/indirectly related to the prospective student-athlete’s athletics skills/abilities or for recruitment/enrollment at VU. Examples of individuals associated with a prospect could be any of, but not limited to, the following: • Parents/Legal Guardians • Coaches (high school, college, club) • Personal/Skills Trainers • Relatives • Strength Coach • Advisors Consistent with the above definition for what constitutes associated, are you associated with any: • Current VU basketball (men’s or women’s) student-athletes? Y N Yes No Documents needed to complete your application: Required Documents Resume / Curriculum Vitae Cover Letter / Letter of Interest Optional Documents Other Document
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