Administrative Assistant - XOCOM
Xavier University of Louisiana, Louisiana, MO, United States
Please see Special Instructions for more details.
Attach online only your resume, cover letter and contact information for three references.
Posting Summary
Position Title:
FLSA: FLSA Non-Exempt
Department: Department XOCOM - Xavier Ochsner College of Medicine
Job Summary
Xavier Ochsner College of Medicine ( XOCOM ) is committed to excellence in medical education, research, and service. The Administrative Assistant plays a key role in supporting the daily operations of assigned departments by providing high-level administrative, clerical, and operational support. This individual serves as a central point of coordination, ensuring efficient workflow, clear communication, and adherence to institutional policies and regulatory standards.
The ideal candidate is highly organized, adaptable, self-motivated, and able to manage multiple priorities in a fast-paced academic and healthcare-related environment. AA/ EOE
Minimum Qualifications
High school diploma or equivalent
Minimum of
five years of administrative experience
in a fast-paced, high-volume environment (e.g., healthcare, higher education, academic medicine, business, or similarly complex organizations)
Proven ability to manage shifting priorities, multitask effectively, and maintain accuracy under pressure
Demonstrated professionalism and discretion in handling sensitive, confidential information
Preferred Qualifications
Bachelor’s degree in business administration, education, communications, health administration, or a related field
Seven years of progressively responsible administrative experience
within higher education, academic medicine, healthcare, legal, or professional services settings
Experience supporting leadership, executives, or faculty, and coordinating cross-departmental communication
Special Requirements Summary
Work Hours
Full time
KSA's
Knowledge, Education, Experience, and Proficiencies
Working knowledge of general business and administrative practices, including operations, resource coordination, and basic financial processes
Proficiency in Microsoft Office Suite and web-based administrative applications
Strong written and verbal communication skills with the ability to communicate clearly and professionally
Excellent organizational, time management, and problem-solving skills
Ability to work independently, exercise sound judgment, and meet deadlines in a fast-paced environment
Strong interpersonal skills and the ability to build effective working relationships across departments
Ability to travel between campus or affiliated facilities as needed
Essential Duties and Responsibilities
Administrative Operations & Office Management
Serve as primary point of contact for assigned departments (calls, emails, visitors, inquiries)
Provide comprehensive clerical support (typing, filing, document prep, correspondence)
Maintain organized electronic and physical filing systems
Order office supplies, manage inventory, coordinate with vendors
Track schedules, deadlines, and administrative timelines
Ensure activities adhere to institutional recordkeeping, confidentiality, and basic compliance standards
Perform other assigned duties supporting daily operations
Coordinate and schedule meetings, appointments, and travel
Prepare meeting materials, agendas, and minutes
Support planning and logistics for departmental initiatives, programs, and events
Assist with committee and admissions‑related meeting coordination
Communication & Stakeholder Support
Facilitate effective communication between departments, faculty, staff, students, and external partners
Manage general inquiries with professionalism, discretion, and confidentiality
Draft correspondence and support departmental messaging
Demonstrate adaptability in supporting evolving departmental priorities
Prepare, track, and process expense reports
Assist with forms, trackers, and basic operational reporting
Project & Program Support
Assist with tasks connected to committees, admissions cycles, and special initiatives
Posting Details
Posting Number S483P
Number of Vacancies 3
Desired Start Date 05/04/2026
Posting Date 03/23/2026
Closing Date 04/30/2026
Open Until Filled No
Special Instructions to Applicants
Attach online only your resume, cover letter and contact information for three references.
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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
Required Documents
Resume
Cover Letter
Optional Documents
Letter of Recommendation
Other
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Attach online only your resume, cover letter and contact information for three references.
Posting Summary
Position Title:
FLSA: FLSA Non-Exempt
Department: Department XOCOM - Xavier Ochsner College of Medicine
Job Summary
Xavier Ochsner College of Medicine ( XOCOM ) is committed to excellence in medical education, research, and service. The Administrative Assistant plays a key role in supporting the daily operations of assigned departments by providing high-level administrative, clerical, and operational support. This individual serves as a central point of coordination, ensuring efficient workflow, clear communication, and adherence to institutional policies and regulatory standards.
The ideal candidate is highly organized, adaptable, self-motivated, and able to manage multiple priorities in a fast-paced academic and healthcare-related environment. AA/ EOE
Minimum Qualifications
High school diploma or equivalent
Minimum of
five years of administrative experience
in a fast-paced, high-volume environment (e.g., healthcare, higher education, academic medicine, business, or similarly complex organizations)
Proven ability to manage shifting priorities, multitask effectively, and maintain accuracy under pressure
Demonstrated professionalism and discretion in handling sensitive, confidential information
Preferred Qualifications
Bachelor’s degree in business administration, education, communications, health administration, or a related field
Seven years of progressively responsible administrative experience
within higher education, academic medicine, healthcare, legal, or professional services settings
Experience supporting leadership, executives, or faculty, and coordinating cross-departmental communication
Special Requirements Summary
Work Hours
Full time
KSA's
Knowledge, Education, Experience, and Proficiencies
Working knowledge of general business and administrative practices, including operations, resource coordination, and basic financial processes
Proficiency in Microsoft Office Suite and web-based administrative applications
Strong written and verbal communication skills with the ability to communicate clearly and professionally
Excellent organizational, time management, and problem-solving skills
Ability to work independently, exercise sound judgment, and meet deadlines in a fast-paced environment
Strong interpersonal skills and the ability to build effective working relationships across departments
Ability to travel between campus or affiliated facilities as needed
Essential Duties and Responsibilities
Administrative Operations & Office Management
Serve as primary point of contact for assigned departments (calls, emails, visitors, inquiries)
Provide comprehensive clerical support (typing, filing, document prep, correspondence)
Maintain organized electronic and physical filing systems
Order office supplies, manage inventory, coordinate with vendors
Track schedules, deadlines, and administrative timelines
Ensure activities adhere to institutional recordkeeping, confidentiality, and basic compliance standards
Perform other assigned duties supporting daily operations
Coordinate and schedule meetings, appointments, and travel
Prepare meeting materials, agendas, and minutes
Support planning and logistics for departmental initiatives, programs, and events
Assist with committee and admissions‑related meeting coordination
Communication & Stakeholder Support
Facilitate effective communication between departments, faculty, staff, students, and external partners
Manage general inquiries with professionalism, discretion, and confidentiality
Draft correspondence and support departmental messaging
Demonstrate adaptability in supporting evolving departmental priorities
Prepare, track, and process expense reports
Assist with forms, trackers, and basic operational reporting
Project & Program Support
Assist with tasks connected to committees, admissions cycles, and special initiatives
Posting Details
Posting Number S483P
Number of Vacancies 3
Desired Start Date 05/04/2026
Posting Date 03/23/2026
Closing Date 04/30/2026
Open Until Filled No
Special Instructions to Applicants
Attach online only your resume, cover letter and contact information for three references.
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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
Required Documents
Resume
Cover Letter
Optional Documents
Letter of Recommendation
Other
If you have technical questions, about this website, support is available Monday through Friday (excluding major holidays) from 9:00 a.m. - 4:00 p.m. central time.
To ensure the security of your data, you will be logged out due to inactivity in 3 minutes at
.
Any data not saved will be lost.
Click 'OK' to keep your session active.
#J-18808-Ljbffr