Administrative Assistant - XOCOM

Xavier University of Louisiana

New Orleans, LA

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JOB DETAILS

SKILLS

Administrative Management, Administrative Skills, Business Administration, Business Practices, Calendar Management, Communication Skills, Customer Relationship Management (CRM) Systems, Documentation, Donor Relations, Event Management, Fundraising, Healthcare, Healthcare Administration, High School Diploma, Higher Education, Interpersonal Skills, Inventory Management, Leadership, Legal, Logistics, Medical Research, Medicine, Microsoft Office, Multitasking, Office Management, Operational Support, Operations, Operations Management, Order Supplies, Organizational Skills, Plan Meetings, Prepare Correspondence, Presentation/Verbal Skills, Problem Solving Skills, Professional Services, Project/Program Coordination, Record Keeping, Regulations, Regulatory Compliance, Time Management, Typing, Willing to Travel, Writing Skills

LOCATION

New Orleans, LA

POSTED

1 day ago

Posting Details

Posting Summary

Position Title
Administrative Assistant - XOCOM

FLSA
Non-Exempt

Department
XOCOM - Xavier Ochsner College of Medicine

Job Summary

Xavier Ochsner College of Medicine (XOCOM) is committed to excellence in medical education, research, and service. The Administrative Assistant plays a key role in supporting the daily operations of assigned departments by providing high-level administrative, clerical, and operational support. This individual serves as a central point of coordination, ensuring efficient workflow, clear communication, and adherence to institutional policies and regulatory standards. This role also provides executional administrative support within workflows and systems established by the Development Operations & Administration Manager.

The ideal candidate is highly organized, adaptable, self-motivated, and able to manage multiple priorities in a fast-paced academic and healthcare-related environment. AA/EOE

Minimum Qualifications

High school diploma or equivalent
Minimum of five years of administrative experience in a fast-paced, high-volume environment (e.g., healthcare, higher education, academic medicine, business, or similarly complex organizations)
Proven ability to manage shifting priorities, multitask effectively, and maintain accuracy under pressure
Demonstrated professionalism and discretion in handling sensitive, confidential information

Preferred Qualifications

Bachelor's degree in business administration, education, communications, health administration, or a related field
Seven years of progressively responsible administrative experience within higher education, academic medicine, healthcare, legal, or professional services settings
Experience supporting leadership, executives, and/or faculty, and coordinating cross-departmental communication especially in complex organizations
Working familiarity with CRM systems used in fundraising environments (e.g., Raiser's Edge) and the ability to maintain accurate records and documentation

Special Requirements Summary

Work Hours

Full time

KSA's

Knowledge, Education, Experience, and Proficiencies

Working knowledge of general business and administrative practices, including operations, resource coordination, and basic financial processes
Proficiency in Microsoft Office Suite and web-based administrative applications
Strong written and verbal communication skills with the ability to communicate clearly and professionally
Excellent organizational, time management, and problem-solving skills
Ability to work independently, exercise sound judgment, and meet deadlines in a fast-paced environment
Strong interpersonal skills and the ability to build effective working relationships across departments
Ability to travel between campus or affiliated facilities as needed

Essential Duties and Responsibilities

Essential Duties and Responsibilities Description

Administrative Operations & Office Management

Serve as primary point of contact for assigned departments (calls, emails, visitors, inquiries)
Provide comprehensive clerical support (typing, filing, document prep, correspondence), including assistance with donor communications
Maintain organized electronic and physical filing systems, including CRM systems such as Raiser's Edge
Order office supplies, manage inventory, coordinate with vendors
Track schedules, deadlines, and administrative timelines, including follow-up related to donor activity
Ensure activities adhere to institutional recordkeeping, confidentiality, and basic compliance standards
Perform other assigned duties supporting daily operations

Essential Duties and Responsibilities Description

Calendaring, Meeting Coordination & Event Logistics

Coordinate and schedule meetings, appointments, and travel
Prepare meeting materials, agendas, and minutes
Support planning and logistics for departmental initiatives, programs, and events
Assist with committee and admissions-related meeting coordination

Essential Duties and Responsibilities Description

Communication & Stakeholder Support

Facilitate effective communication between departments, faculty, staff, students, and external partners
Manage general inquiries with professionalism, discretion, and confidentiality
Draft correspondence and support departmental messaging
Demonstrate adaptability in supporting evolving departmental priorities

Essential Duties and Responsibilities Description

Project & Program Support

Provide project coordination support for ongoing departmental programs
Assist with tasks connected to committees, and special initiatives

Posting Detail Information

Posting Number
S485P

Number of Vacancies
1

Desired Start Date
08/04/2026

Position End Date (if temporary)

Posting Date
04/16/2026

Application Review Date

Closing Date
07/08/2026

Open Until Filled
No

Special Instructions to Applicants

Attach online only your resume, cover letter, and contact information for three references.

Quicklink for Posting

About Xavier

About Xavier

Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.

Administrative Assistant - XOCOM

Xavier University of Louisiana

New Orleans, LA

About the Company

Xavier University of Louisiana

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