Administrative Assistant III, Williams College of Business 999759

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts and is strongly committed to enhancing equity, inclusion, and diversity. 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.

Xavier University is seeking applications for the position of Administrative Assistant III in the Williams College of Business (WCB). This position reports directly to the Dean, Williams College of Business.

Responsibilities include, but are not limited to:

• Act as point person for the Dean and the Associate Dean. Coordinate communications, processes and procedures for all work done in direct support of the Dean and Associate Dean. Provide analytical and administrative support to the Dean and Associate Dean. Draft correspondence on behalf of the Dean and Associate Dean as directed.
• Prioritize and schedule calendar appointments, independently determine importance of requested meetings, coordinate calendar to accommodate needs, and coordinate complex schedules.
• Manage the operation of the Williams College of Business Dean’s office. Manage the Dean’s office general communications with the WCB department offices and major campus administrative offices, including other campus units and the public.
• Act as the point person for the Williams College of Business Board of Executive Advisors to distribute meeting agendas and meeting materials and take minutes for the meetings.
• Schedule travel arrangements when necessary including conference registration, airfare, hotel and rental car.
• Manage/monitor the Dean’s office budgets, including purchasing, transfers, disbursements, and related fund activity. Assist in coordinating capital equipment needs. Reconcile P-card activity and process summary report. Process award distributions, stipends, tutorials, internships and approve all supplemental faculty pay.
• Serve as building coordinator, reporting service needs, ordering signage and keys, and stocking, refilling and reordering all sanitation supplies for the building, attending monthly building coordinator meetings and bi-annual safety meetings.
• Serve as a buyer for XavierBuy transactions for the College.
• Assist Associate Dean with budget reports.
• Maintain confidential faculty and staff personnel files. Maintain confidential faculty tenure and merit information and execute other related duties in an effective and efficient manner.
• Perform other duties as assigned.

Required Qualifications :

• High school diploma or equivalent, bachelor’s degree preferred.
• Minimum 5 years in an administrative experience.
• Detail oriented.
• Excellent organizational and interpersonal skills.
• Excellent oral and written communication skills.
• Strong working knowledge of office procedures with intermediate to advanced knowledge of Microsoft Word, Excel and the University Banner system.
• Ability to perform multiple tasks in an environment of frequent interruptions and high degree of confidentiality.

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.

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 June 2, 2022 . Candidates are asked to include their cover letter a brief statement on how they might support/contribute to Xavier’s commitment to diversity and inclusion.

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