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, Training/Teaching, Typing, Willing to Travel, Writing Skills
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 https://jobs.xula.edu/postings/3808
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.
Supplemental Questions
Required fields are indicated with an asterisk (*).
Documents Needed To Apply
Required Documents
Optional Documents
- Letter of Recommendation
- Other