Administrative Assistant II, Occupational Therapy 999751

About Xavier University

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence and is strongly committed to enhancing diversity, equity, inclusion, accessibility and belonging. These values are central to our mission . We strive for a climate of respect and inclusiveness that welcomes and supports members from diverse backgrounds and life experiences, is committed unreservedly to open and free inquiry, and deliberately seeks out multiple perspectives.

Position Summary

As a Jesuit Catholic University, Xavier University strives to develop people of learning and reflection, integrity and achievement, in solidarity for and with others. The Department of Occupational Therapy shares a commitment with the University to help its members realize their aspirations for Xavier as a place to hold genuine dialogue across differences; to support all members of the Xavier community as they become their best selves for and with others; to embrace diverse perspectives and experiences in all levels of decision making; and to be mutually transformed by encounters with each other.

The Department of Occupational Therapy at Xavier University is seeking applications for a full time position of Administrative Assistant II supporting the Department Chair, Academic Fieldwork Coordinator, Capstone Coordinator, and Faculty of a graduate program as the master-level phases out and a transition is made to a doctorate-level program.

This position requires a keen ability to listen, support and relate to students, faculty, and staff. It also requires effective attention to detail, problem-solving abilities, empathy for others, and a willingness to work together toward to support the department’s academic programs and the university. Furthermore, the position requires effective communication skills that support critical collaborations with faculty, staff and students. The successful candidate will demonstrate effective technology use, time management, resourcefulness, and be able to anticipate needs of the department chair and faculty.

Essential Duties and Responsibilities

The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility here will not preclude it from the position.

• Provide administrative support to the Department Chair, Fieldwork Coordinator, and Capstone Coordinator; provide general and clerical support to full-time and adjunct faculty members
• Assist with accreditation functions including but not limited to data collection/recording, logistical aspects of online reporting, scheduling functions and visits
• Administer and manage budget including monitoring of relevant funds and orgs, procurement of purchases, and reconciling budget expenditures
• Assist with scheduling courses including the onboarding of adjunct faculty
• Maintain department, faculty, and student electronic files
• Serve as the office manager; processes and receive incoming and outgoing department data, and communications, schedules, meetings and space; maintain office & lab supplies
• Coordinate, communicate, and interact with faculty, staff, students, student workers, visitors, and guests in a welcoming and inclusive manner
• Maintain the department and program websites
• Streamline Department operations using technology and/or processes
• Serve as a representative of the Department of Occupational Therapy & Xavier University
• Supervise student worker
• Other duties as assigned

Qualifications

• High school diploma or GED required; College experience preferred
• Three years of administrative experience
• Proficiency in Microsoft Office software and willingness to learn advanced skills
• Excellent written, and oral communication skills
• Detail-oriented and well-organized
• Ability to work independently on multiple projects
• Physically support constituents in multiple buildings across campus
• An understanding of issues facing contemporary higher education and capacity to engage the culture of a Jesuit Catholic university.

Preferred Qualifications and Experience:

• Experience in academics
• Experience at Xavier University, familiarity with Banner, FLAC, Cascade and XavierBuy, Slate

To ensure consideration interested/qualified candidates must submit all of the following: 1) a cover letter, 2) resume, and 3) the names, email addresses and telephone numbers of three professional references on Xavier University’s website no later than January 15, 2023 .

Xavier University 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.

Xavier University requires all employees to be fully vaccinated against COVID-19. Newly hired employees will be required to provide vaccination status upon on-boarding. Vaccine exemptions may be granted for medical or religious reasons.

Benefits

Xavier University offers a wide array of complementary and affordable benefit options, to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class.

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage
• Tax advantaged accounts including health savings account, flexible spending accounts, and dependent care account.
• Financial security via life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Generous paid time off work options including vacation, sick leave, and holidays.
• Tuition remission for employees and their eligible dependents.