Xavier University is part of a 500-year-old Jesuit Catholic history
of academic excellence. Central to
our purpose, vision, mission and values
, we are committed to
successfully “educate each student intellectually, morally and
spiritually.” We strive for a climate of respect and inclusiveness
that welcomes and supports members from diverse backgrounds and
life experiences. In this context, Xavier seeks applications for
the position of Executive Assistant.
and project support for the Division of Student Affairs with a
focus on administrative assistance to the Vice President for
Student Affairs; and as needed, the Dean of Students. This role
includes a high degree of office management skills (human,
financial and technical) and communication with internal and
external constituents. There is an expectation of support for
coordination of special projects and events. A strong
organizational capacity and the maintenance of confidential records
Oversee the Operational Functions of the Division of Student
Affairs and Office of the Vice President.
Work collaboratively with University personnel, divisions,
departments, and committees to promote Division effectiveness;
interact professionally and courteously with all levels of
University constituents and acquire necessary information to
determine a course of action.
Serve as the primary point of contact for the Student Affairs suite
and provide a high level of customer service to students, staff,
faculty and other constituents with professionalism and
Execute business office operations tasks such as, reconciling
credit card receipts, ordering office supplies, and oversight of
office and institutional memberships and sponsorships in local and
national associations and networks.
Manage departmental budgets for the Vice President for Student
Affairs, regularly track expenditures and maintain accurate
detailed records of budget expenditures. Provide high level support
and oversight for divisional budgets.
Coordinate and schedule meetings, appointments, and travel
arrangements for the VP.
Support the hiring and supervision of student workers; oversee
their workload, approve time-sheets, and train as needed.
Maintain VP’s calendar.
Establish, maintain, and retrieve confidential records and
Utilize department or University policies, procedures, and
practices to answer routine inquiries. Resolves problems based on
Provide advice, counsel, and information regarding divisional
activities to students, faculty, or staff.
Represent the Division as needed on University committees,
projects, and teams.
Provide event coordination and support for Student Affairs
divisional meetings including quarterly divisional gatherings,
monthly development events, monthly direct report meetings, and the
annual Board of Trustees Student Dinner event hosting students and
Board of Trustee members.
Provide support to the VP for Student Affairs through information
and data gathering to support development of metrics and support of
Draft regular correspondence and clear professional communications.
Effectively proofread and edit reports and presentations of staff,
including for the Board of Trustees, conferences, communications,
Manage the Office of the Vice President’s social media
Collaborate with the Student Support Specialist for Dean of
Students & Title IX as needed for the execution of divisional
initiatives, priorities, and events.
Engage in continuing education and
Handle other duties as assigned which may arise from University or
network responsibilities assigned to staff.
High school diploma or equivalent and 6 years Administrative
Assistant or related experience.
Ability to represent the University’s mission in hospitality,
customer service; and comfort working within a diverse, highly
educated community and, by association of the Vice President, the
office of the President.
Work manner that is proactive, positive, and attentive to
Strong computer comfort and skills, including use of Word, Excel,
and PowerPoint. Experience with Outlook, Zoom and Banner are
Ability to manage multiple budgets and use University’s financial
Ability to simultaneously manage multiple priorities and provide
support for multiple staff, including student employees.
Strong communication skills, including drafting routine
communications and taking meeting minutes.
Sensitivity to confidential matters and records.
Other Preferred Qualifications
Work experience in a university setting and/or a college
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
Xavier offers a comprehensive benefits package, including a tuition
remission program for dependents; details can be found on the
Xavier University HR website.
Applicants must submit a cover letter, resume and the names and
contact information of three professional references on Xavier
University's website. Review of applications begins on June, 15
and will be accepted until the position is filled.