Administrative Assistant

Xavier University of Louisiana; New Orleans (LA); On-site; USD 35,000 - 45,000; Full time

Job summary

Xavier University of Louisiana is seeking an Administrative Assistant to provide office support for the Chemistry Department, facilitate equipment and supply orders, arrange service on equipment, and assist with research student and staff personnel actions and time sheets.

The role emphasizes organization, communication with diverse staff, and accurate data entry while supporting faculty in various administrative tasks and record-keeping.

Qualifications

• A bachelor’s degree is desired.
• Proficiency in Microsoft Office, Google Workspace or a similar business suite for communication and collaboration
• Written and verbal communication skills for interacting with clients and staff
• Attention to detail to ensure accuracy with data entry, document preparation and report generation
• Basic math skills for bookkeeping and budgeting

Responsibilities

• Assist Department Chair with duties, including preparing personnel action forms for student workers and approving timesheets.
• Help prepare departmental reports, maintain current lists of majors and advisors, and distribute meeting minutes.
• Keep office machines operational and stocked, arrange service calls, and manage essential supplies.
• Maintain organized files and forms, answer phones, process mail, and support course syllabi and textbook orders.
• Assist instructors with reproducing exams, handouts, and other course materials.

Skills

Office software proficiency

Written & verbal communication

Attention to detail

Basic math / bookkeeping basics

Education

Bachelor’s degree desired

Tools

BANNER

EAB

Microsoft Word

Excel

Job description

Please see Special Instructions for more details.

Posting Summary

Position Title

Position Title Administrative Assistant

FLSA

FLSA Non-Exempt

Department

Job Summary

Xavier University of Louisiana is accepting applications for the open position of Administrative Assistant. This position is responsible for providing office support for chemistry department faculty, facilitating the ordering of equipment and supplies, arranging for maintenance and service on equipment, and helping faculty with research student/staff personnel actions and time sheets. AA/ EOE

Minimum Qualifications

• A bachelor’s degree is desired.
• Proficiency in Microsoft Office, Google Workspace or a similar business suite for communication and collaboration
• Written and verbal communication skills for interacting with clients and staff
• Attention to detail to ensure accuracy with data entry, document preparation and report generation
• Basic math skills for bookkeeping and budgeting

Preferred Qualifications

• Proficiency with BANNER , EAB , and any other platform used by the University
• Previous success in office management
• Experience managing budgets and expenses
• Experience developing internal processes and filing systems
• Comfortable handling confidential information

Special Requirements Summary

Employee must be able to stand, bend, or stoop. Must be able to lift boxes weighing up to 25 pounds. Must have the dexterity to use a computer.

Work Hours

Full time - 8 hours per day with one hour of lunch.

KSA's

Knowledge, Education, Experience, and Proficiencies

A bachelor’s degree is desired. Employee must have proficiency in the use of word processing (Microsoft Word preferred), spreadsheets (Excel preferred), BANNER , EAB , and any other platform used by the University. The position requires the ability to prioritize work and perform duties with minimal supervision. Employee must have excellent verbal and written communication and organizational skills. Employee must be able to interact effectively with a diverse group of people.

Essential Duties and Responsibilities

1. Assist Department Chair with some of his/her duties.
   • a) Prepare Personnel Action forms for student workers;
   • b) Approve staff and student timesheets on banner;
   • c) Help to prepare the Annual ACS Report for the department by typing the necessary forms, prepare a list of the current graduates and their addresses and keep a current and accurate list of all chemistry faculty (past and present);
   • d) Make sure that all student evaluations, etc. are picked up and distributed to faculty as soon as notified; and
   • e) Make and keep up with reservations made for meetings in meeting rooms.
2. Keep all office machines operational. This task includes:
   • a) Place service calls whenever machines are inoperable;
   • b) Make sure there are enough supplies for these machines to be operable whenever the instructors need them;
   • c) Make sure problems with machines warrant a service call (ie. check all aspects of the problem before placing service calls).
3. Keep office running efficiently
   • a) Keep an inventory of all supplies;
   • b) Order supplies;
   • d) Organize files so that faculty/advisors can readily and easily find whatever they need;
   • e) Keep an organized section of forms that advisors need to efficiently advise students;
   • f) Keep a current list of all chemistry majors (including campus ID, GPA , advisor, classification);
   • g) Distribute Chemistry Department meeting minutes to the faculty and the Dean;
   • h) Answer the telephone and take messages;
   • i) Send student folders to appropriate department when they change their major;
   • j) Answer questions for students concerning registration, changing of major, taking courses at other institutions, etc.;
   • k) Pick up mail;
   • l) Make sure the department has current and up-to-date folders on course syllabi, textbook orders, etc.;
   • m) Each year maintain student files by shredding files older than 5 years and adding new graduates; and
   • n) Attend workshops/seminars that may further help him/her run the secretary’s office more efficiently.
4. Help instructors with reproducing mid-term exams, final exams, handouts, course plans, etc.

Posting Number

Posting Number S489P

Number of Vacancies

Number of Vacancies 1

Desired Start Date

Desired Start Date 08/03/2026

Position End Date (if temporary)

Posting Date

Posting Date 06/09/2026

Application Review Date

Closing Date

Open Until Filled Yes

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