Administrative Assistant

Posting Summary Position Title Administrative Assistant FLSA Non-Exempt Department Department of Public Health Sciences Job Summary Xavier University of Louisiana is accepting applications for the position of Administrative Assistant. This position is responsible for providing office support for Public Health Sciences department faculty, facilitating the ordering of equipment and supplies, arranging for maintenance and service on equipment, and helping faculty with research student/staff personnel actions and time sheets. AA/EOE Minimum Qualifications A bachelor's degree is desired. Proficiency in Microsoft Office, Google Workspace or a similar business suite for communication and collaboration Written and verbal communication skills for interacting with clients and staff Attention to detail to ensure accuracy with data entry, document preparation and report generation Basic math skills for bookkeeping and budgeting Preferred Qualifications Proficiency with BANNER, EAB, and any other platform used by the University Previous success in office management Experience managing budgets and expenses Experience developing internal processes and filing systems Comfortable handling confidential information Special Requirements Summary Employee must be able to stand, bend, or stoop. Must be able to lift boxes weighing up to 25 pounds. Must have the dexterity to use a computer. Work Hours 8 hours per day with one hour of lunch. KSA's Knowledge, Education, Experience, and Proficiencies A bachelor's degree is desired. Employee must have proficiency in the use of word processing (Microsoft Word preferred), spreadsheets (Excel preferred), BANNER, EAB, and any other platform used by the University. The position requires the ability to prioritize work and perform duties with minimal supervision. Employee must have excellent verbal and written communication and organizational skills. Employee must be able to interact effectively with a diverse group of people. Essential Duties and Responsibilities Essential Duties and Responsibilities Description The Administrative Assistant should be able to carry out all of the duties listed below as professionally and efficiently as possible. The Administrative Assistant should be knowledgeable and productive, and show initiative, flexibility, and enthusiasm about the needs of the department. He/she should also have good relationship skills while working with the faculty, staff, and students. The Administrative Assistant should be able to keep the department operational and functional at all times. 1. Assist Department Chair with some of his/her duties. a) Prepare Personnel Action forms for student workers; b) Approve staff and student timesheets on banner; c) Help to prepare the Annual ACS Report for the department by typing the necessary forms, prepare a list of the current graduates and their addresses and keep a current and accurate list of all Public Health Sciences faculty (past and present); d) Make sure that all student evaluations, etc. are picked up and distributed to faculty as soon as notified; and e) Make and keep up with reservations made for meetings in meeting rooms. 2. Keep all office machines operational. This task includes: a) Place service calls whenever machines are inoperable; b) Make sure there are enough supplies for these machines to be operable whenever the instructors need them; and c) Make sure problems with machines warrant a service call (ie. check all aspects of the problem before placing service calls). 3. Keep office running efficiently a) Keep an inventory of all supplies; b) Order supplies; c) File papers; d) Organize files so that faculty/advisors can readily and easily find whatever they need; e) Keep an organized section of forms that advisors need to efficiently advise students; f) Keep a current list of all Public Health Sciences majors (including campus ID, GPA, advisor, classification); g) Distribute Public Health Sciences Department meeting minutes to the faculty and the Dean; h) Answer the telephone and take messages; i) Send student folders to appropriate department when they change their major; j) Answer questions for students concerning registration, changing of major, taking courses at other institutions, etc.; k) Pick up mail; l) Make sure the department has current and up-to-date folders on course syllabi, textbook orders, etc.; m) Each year maintain student files by shredding files older than 5 years and adding new graduates; and n) Attend workshops/seminars that may further help him/her run the secretary's office more efficiently. 4. Help instructors with reproducing mid-term exams, final exams, handouts, course plans, etc. Posting Detail Information Posting Number S424P Number of Vacancies 1 Desired Start Date 01/02/2025 Position End Date (if temporary) Posting Date 10/18/2024 Application Review Date Closing Date Open Until Filled Yes Special Instructions to Applicants Attach online only your resume, cover letter and contact information for three references. Quicklink for Posting: https://jobs.xula.edu/postings/1311 Quicklink for Posting https://jobs.xula.edu/postings/3333 About Xavier About Xavier Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is Catholic and historically Black. Located in New Orleans, the ultimate purpose of the University is to contribute to the promotion of a more just and humane society by preparing its students to assume roles of leadership and service in a global society. This preparation takes place in a diverse learning and teaching environment that incorporates all relevant educational means, including research and community service.