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Executive Assistant, Office of the Vice President of Student Affairs 998079

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.

Overall Responsibilities
Provide administrative 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 are necessary.


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 confidentiality.

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 information.

Utilize department or University policies, procedures, and practices to answer routine inquiries. Resolves problems based on precedents.

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 best practices.

Draft regular correspondence and clear professional communications. Effectively proofread and edit reports and presentations of staff, including for the Board of Trustees, conferences, communications, etc.

Manage the Office of the Vice President’s social media accounts.

Collaborate with the Student Support Specialist for Dean of Students & Title IX as needed for the execution of divisional initiatives, priorities, and events.

Other Expectations
Engage in continuing education and professional development.

Handle other duties as assigned which may arise from University or network responsibilities assigned to staff.

Required Qualifications

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 detail.

Strong computer comfort and skills, including use of Word, Excel, and PowerPoint. Experience with Outlook, Zoom and Banner are pluses.

Ability to manage multiple budgets and use University’s financial records system.

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 education.

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 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 2023 and will be accepted until the position is filled.

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