What are the responsibilities and job description for the Administrative Assistant II position at Xavier University of Louisiana?
Posting Summary
Position Title Administrative Assistant II FLSA Non-Exempt Department Physician's Assistant Program Job Summary
Xavier University of Louisiana Physician Assistant Program is seeking a full-time Administrative Assistant II to perform a range of basic office support activities for the Physician Assistant Program. The position is a non-exempt, twelve-month position commencing immediately. The ideal candidate must have at least a High School diploma or GED. EOE/AA
Minimum Qualifications
Graduation from high school or have a GED
Preferred Qualifications
Associate degree in secretarial or equivalent college education is preferred.
Special Requirements Summary Work Hours
Full-Time
KSA's
Knowledge, Education, Experience, and Proficiencies
Essential Duties and Responsibilities Description
Performs administrative support activities such as word processing, maintaining filing systems, printing and duplication services and mail distribution.
Posting Number S444P Number of Vacancies 1 Desired Start Date 03/05/2025 Position End Date (if temporary) Posting Date 02/05/2025 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/3473
About Xavier
About Xavier
Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.
Position Title Administrative Assistant II FLSA Non-Exempt Department Physician's Assistant Program Job Summary
Xavier University of Louisiana Physician Assistant Program is seeking a full-time Administrative Assistant II to perform a range of basic office support activities for the Physician Assistant Program. The position is a non-exempt, twelve-month position commencing immediately. The ideal candidate must have at least a High School diploma or GED. EOE/AA
Minimum Qualifications
Graduation from high school or have a GED
Preferred Qualifications
Associate degree in secretarial or equivalent college education is preferred.
Special Requirements Summary Work Hours
Full-Time
KSA's
Knowledge, Education, Experience, and Proficiencies
- Two to three years of secretarial experience is required.
- Ability to work efficiently with Microsoft Word, Excel, PowerPoint, and Google Drive.
- PBX or multi-line communication equipment experience preferred.
- Ability to type 50-60 WPM with accuracy.
- Working knowledge of computer and other automated office equipment.
- Cultural competency to work with diverse students, faculty, and staff.
- Familiarity with specific applications used by the University/Department preferred.
- Ability to exercise tact and discretion in relationships with students, faculty, staff, and visitors.
- Reasonable knowledge of grammar, spelling, punctuation.
- ·Ability to work highly independently, organize work with extreme attention to detail and accuracy; demonstrated skill in assessing timelines and coordinating numerous assignments and projects simultaneously under heavy and fluctuating workloads and conflicting deadlines.
- Proficient in Word, Excel, PowerPoint, and Google Drive
Essential Duties and Responsibilities Description
Performs administrative support activities such as word processing, maintaining filing systems, printing and duplication services and mail distribution.
- Greets visitors, ascertains wants or needs, provides directional assistance or refer individuals to appropriate department or official.
- Answers standard inquiries regarding policies, procedures or regulations.
- Interprets information requests, screen complaints and make referrals to appropriate office or official.
- Maintains the Program calendar including important university deadlines and dates while maintaining the individual appointment calendar for the Program Director.
- Drafts and prepares agendas for meetings.
- Drafts and prepares correspondence including letters, memos and minutes of Program meetings or others as assigned by the Program Director.
- Ensures that all documents requiring the signature of the Program Director are in compliance with University policies.
- Assists the Program Director in the design and editing of brochures, flyers and other marketing or program materials as necessary.
- Assists in the maintenance of the Program website and social media accounts.
- Maintains information database on Program faculty and staff.
- Designs and maintains a database for admission and enrolled-student records.
- Maintains office and paper supplies.
- Maintains and monitors FedEx Mail services and billing for the college.
- Contacts Service Technicians as needed for repairs on machines.
- Prepares and assists all in the college with travel documents as needed.
- Collects and reviews all Travel Forms for before submitting them to the Program Director for approval.
- Monitors the Program inventory.
- Secures W-2 Forms for all new vendors and submits Vendor Request forms to Fiscal Service.
- Generates Banner Requisitions as needed for approval by the Program Director.
- Picks up and distributes checks for the Program and mail vendor checks as needed.
- Completes all Key Request Forms for approval submitting forms to Physical Plant and distributing keys to appropriate individuals.
- Supports the values of the College: diversity, teaching excellence, student success, innovation and creativity and service to the College
- Perform all other duties assigned by the Program Director
Posting Number S444P Number of Vacancies 1 Desired Start Date 03/05/2025 Position End Date (if temporary) Posting Date 02/05/2025 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/3473
About Xavier
About Xavier
Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.
