Administrative Assistant II, CTE/APEX 999103

The Administrative Assistant position is a full-time, 37.5 hours/week position to provide administrative support for the Center for Teaching Excellence (CTE) and the Adult and Professional Education at Xavier (APEX) program. The CTE works with Xavier faculty to promote effective teaching that is reflective, engaging, creative, and informed by both pedagogical and disciplinary knowledge. APEX provides adult students aged 24+ with undergraduate degree and non-degree academic options.

This position provides administrative budgetary and clerical support for the CTE and APEX. The position divides time equally between the two offices, with flexibility to accommodate high-need times for either office. The position monitors and manages budgets; coordinates programs and events; and supports communication via websites, newsletters, email, phone and in person. The position interfaces regularly with faculty, students and staff. The ideal candidate has excellent customer service skills, is able to work with diverse populations, is detail-oriented, and has experience with Microsoft Office, Banner, web editing software, and other technical systems.

Responsibilities include:

• Monitoring and managing budgets, using Banner and Excel.
• Managing department reports and data, including student enrollment and program attendance.
• Coordinating logistics for events and programs, including making speaker arrangements, overseeing catering needs, managing registrations, setting and cleaning up spaces.
• Managing communication, including monitoring and sending email, updating websites, creating flyers, and building and distributing surveys.
• Providing direct assistance to faculty, students, and staff.
• Managing purchasing, reimbursement and p-card reconciliation.
• Ordering and managing stock of supplies.
• Managing CTE spaces, including CTE lounge and classrooms.
• Serving as an active member of the offices by engaging in department meetings, programs and planning.

Minimum Qualifications:

• Minimum high school diploma with 3-5 years administrative experience.
• Intermediate level experience with Microsoft Office, particularly Excel.
• Experience with managing budgets.
• Excellent written and communication skills.
• Strong organizational skills.
• Experience with event planning.
• Ability to work independently on multiple projects.
• Excellent customer service and problem solving skills.

Preferred Qualifications, including all of the above:

• Bachelor’s degree
• Experience with Banner and SLATE
• Experience with Xavier Buy
• Experience in higher education

Xavier is an Equal Opportunity Employer committed to enhancing equity, inclusion and diversity. All qualified applicants will receive consideration for employment without discrimination on the basis of race, skin color, ethnicity, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, veteran status or disability.

To ensure consideration, qualified/interested applicants must submit a cover letter, resume and the names and contact information of three professional references on Xavier University's website by March 10, 2021 .