Administrative Skills, Budget Management, Catering Services, Check Processing, Communication Skills, Community and Social Services, English Language, Establish Priorities, Event Management, File Maintenance, Financial Operations, Fine Art, Google Apps, Higher Education, Interpersonal Skills, Inventory Management, Leadership, Logistics, Mail Processing, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Multitasking, Operational Support, Operations, Operations Management, Organizational Skills, Payroll Management, People Management, Philosophy, Plan Meetings, Presentation/Verbal Skills, Procurement Planning, Purchase Orders, Purchasing/Procurement, Reimbursement, Religious Studies, Seminars, Spreadsheets, Time Management, Training/Teaching, Training/Teaching Materials, Word Processing, Writing Skills
Posting Details
Posting Summary
Position Title Administrative Specialist -Humanities Cluster (Languages, Philosophy, Theology, and English) FLSA Non-Exempt Department Division of Humanities and Fine Arts Job Summary
Xavier University of Louisiana is accepting applications for the position of Administrative Specialist to provide comprehensive administrative, financial, and operational support to the Departments of Languages, Philosophy, Theology, and English. This position serves as the primary liaison and central point of contact for faculty, students, and university administrators within this humanities cluster.
The ideal candidate will be highly organized, adaptable, and capable of managing intersecting workflows including budget tracking, purchasing, and event planning, while maintaining a professional, welcoming environment that aligns with Xavier's mission. AA/EOE
Minimum Qualifications
- Education: A bachelor's degree is desired, or an equivalent combination of education and significant professional administrative experience.
- Experience: 2-3 years of progressive administrative support experience, preferably within a higher education setting or multi-departmental corporate environment.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive). Experience with university enterprise systems (such as Banner or Brightspace) is highly preferred.
- Communication Skills: Strong written, verbal, and interpersonal communication skills, with the ability to interact effectively and respectfully with a diverse population of students, faculty, staff, and external visitors.
- Organizational Skills: Demonstrated ability to prioritize multiple tasks, meet firm academic deadlines, maintain confidentiality, and work independently with minimal supervision.
Preferred Qualifications
- Education: A bachelor's degree is desired, or an equivalent combination of education and significant professional administrative experience.
- Experience: 2-3 years of progressive administrative support experience, preferably within a higher education setting or multi-departmental corporate environment.
- Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive). Experience with university enterprise systems (such as Banner or Brightspace) is highly preferred.
- Communication Skills: Strong written, verbal, and interpersonal communication skills, with the ability to interact effectively and respectfully with a diverse population of students, faculty, staff, and external visitors.
- Organizational Skills: Demonstrated ability to prioritize multiple tasks, meet firm academic deadlines, maintain confidentiality, and work independently with minimal supervision.
Special Requirements Summary Work Hours
Full time
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
Essential Duties and Responsibilities Description
- Office Operations & Administration: Manage the daily operations of the shared department suites; maintain academic files, student records, and digital archives; order and maintain inventories of office supplies and teaching materials.
- Faculty & Student Support: Serve as the first point of contact for student and faculty inquiries; assist department chairs with compiling course schedules, managing overriding permissions, and coordinating major/minor declarations.
- Financial Tracking & Procurement: Process purchase requisitions, check requests, travel authorizations, and expense reimbursements using the university's enterprise systems (Banner); assist department chairs in monitoring annual operational budgets.
- Personnel & Payroll Coordination: Facilitate personnel action forms (ePAFs) and time-sheet approvals for departmental student workers, research assistants, and adjunct faculty.
- Event & Meeting Planning: Coordinate logistics, room reservations, catering, and promotional materials for departmental meetings, guest lectures, special seminars, and humanities-centered campus events.
- Communications: Manage departmental correspondence, update internal directories, and assist in maintaining the departments' web presence.
Posting Detail Information
Posting Number S495P Number of Vacancies 1 Desired Start Date 08/03/2026 Position End Date (if temporary) Posting Date 06/29/2026 Application Review Date Closing Date Open Until Filled Yes Special Instructions to Applicants
Only online application documentation will be accepted for this position. Applicants must attach online:
A current resume/CV.
A tailored cover letter detailing relevant administrative experience.
Contact information for three (3) professional references.
Quicklink for Posting https://jobs.xula.edu/postings/3883
About Xavier
About Xavier
Founded in 1925 by Saint Katharine Drexel and the Sisters of the Blessed Sacrament, Xavier is Catholic and historically Black. Located in New Orleans, the ultimate purpose of the University is to contribute to the promotion of a more just and humane society by preparing its students to assume roles of leadership and service in a global society. This preparation takes place in a diverse learning and teaching environment that incorporates all relevant educational means, including research and community service.
Supplemental Questions
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Documents Needed To Apply
Required Documents
Optional Documents