What are the responsibilities and job description for the Administrative Assistant position at Xavier University of Louisiana?
Posting Details
Posting Summary
Position Title
Administrative Assistant
FLSA
Non-Exempt
Department
Office of Housing (3801)
Job Summary
Xavier University of Louisiana is accepting applications for the position of Administrative Assistant. Under the supervision of the Director of Residential Education this position is responsible for providing administrative support to the department by administering payroll functions, credit card reconciliations, communicating with students, parents and other constituents, greeting visitors, maintaining calendars , controlling inventory of supplies, making photocopies, processing mail and performing other related duties as assigned. AA/EOE
Minimum Qualifications
Experience providing administrative support in a high-volume office.
- Strong computer skills with working knowledge of software applications such as Microsoft Office Word and Excel.
- Excellent communication, organizational, interpersonal, and telephone skills are essential.
- Must be able to deal with the confidentiality of student records.
- Must be responsible, dependable, motivated, and willing to work under pressure in a multi- task environment.
- Must have the ability to learn policies and procedures.
- Ability to demonstrate problem-solving skills as well as pay close attention to detail.
- Ability to work independently as well as part of a support team both within and beyond the office.
Preferred Qualifications
- Experience in a higher education setting and with student systems, preferably in a housing or residential life office
- Proficient in the use of The Housing Director (THD), Banner Software, or related software.
Special Requirements Summary
N/A
Work Hours
Full time
KSA's
Knowledge, Education, Experience, and Proficiencies
Associate degree or completion of at least 2 years of college courses or training. A minimum of 2 years of closely related work experience in a higher educational setting or a combination of completed education and/or related work experience. The candidate must possess excellent interpersonal skills and be able to effectively communicate written and verbally in a professional, diplomatic, empathetic and tactful manner. The candidate must maintain confidentiality of student educational information. This position requires a highly motivated team-player with the ability to deliver a high level of interactive customer service, develop and maintain collaborative relationships inside and outside of the office, prioritize efficiently, as well as proactively solve problems. The successful candidate is flexible and supportive, has superior organizational skills, the ability to handle multiple projects simultaneously with a great deal of accuracy, as well as proficient computer skills using the Microsoft Suite of Office Applications. Requires use of office equipment such as computers, printers, scanners, telephones, copiers, and fax machines. Must have the ability to learn policies and procedures. Ability to demonstrate problem-solving skills as well as pay close attention to detail. Ability to work independently as well as part of a support team both within and beyond the office.
Essential Duties and Responsibilities
Essential Duties and Responsibilities Description
- Payroll administrator for Hall Advisors
- Provides administrative support to the Director of Residential Education and staff of the office
- Greets visitors, receives telephone calls and answers basic questions regarding department.
- Obtains, sorts and distributes mail
- Monitor receipt of forms and documents submitted electronically to the office
- Maintain student files, including new, active, and inactive files
- Process housing cancellations, reinstatements and the like
- Update student demographic data
- Assist students with housing application process
- Maintains inventory of supplies and reorder office supplies as appropriate
- Files and retrieves documents, records and reports
- Makes photocopies and faxes documents
- Scan documents using BDM (Banner Document Management System)
- Responsible for assisting with graduation preparation
- Data entry required
- Supervises work study students (if applicable)
- Perform other duties as assigned
Posting Detail Information
Posting Number
S451P
Number of Vacancies
1
Desired Start Date
03/10/2025
Position End Date (if temporary)
Posting Date
03/07/2025
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/3507
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.
