Job description
Posting Details
Posting Summary
Position Title
Administrative Assistant
FLSA
Non-Exempt
Department
Office Of Pre-Med Programs
Job Summary
Xavier University of Louisiana is accepting applications for Administrative Assistant. This position is responsible for providing support to the Director of Premedical Program and Premedical Adviser in the management of the Premedical Office and the implementation of activities designed to maximize the number of qualified Xavier students who gain admission into health professions schools.
The Administrative Assistant reports to the Director of Premedical Program, who is supervised by the Dean of the College of Arts and Sciences. AA/EOE
Minimum Qualifications
- Completion of high school and at least two (2) years of undergraduate education, preferably on a pre-health track. In lieu of at least two (2) years of undergraduate education, will consider at least one (1) year of experience working directly with students in a college or university setting.
- Candidate must have at least one (1) year of experience working in an office environment, providing administrative support in a fast-paced, high-volume setting.
- Candidate must be proficient in data management, email communication, Adobe, and MS Office (e.g. Microsoft Word, Excel, and PowerPoint); must be able to use both PC and Mac platforms.
Candidate must have excellent written and verbal communication skills. Candidate must be proficient in multitasking and possess the ability to prioritize work and perform duties with minimal supervision.
Preferred Qualifications
- Baccalaureate degree in a biomedical science on pre-health track.
- Working knowledge of structured premedical advising and activities designed to assist students with application to medical, dental, and other health professions programs.
- Proficiency in the use of Banner and other University platforms.
- At least (2) years of experience working directly with students in a college or university setting.
Special Requirements Summary
Work Hours
Full time
KSA's
Knowledge, Education, Experience, and Proficiencies
See minimum and preferred qualifications.
Essential Duties and Responsibilities
Essential Duties and Responsibilities Description
- Provides administrative support to the Director of Premedical Program and Premedical Advisors as needed to successfully implement activities designed to assist current Xavier students and alumni with health professional school application processes (e.g. medical, dental, etc. school).
- Greets and assists students and visitors.
- Maintains a sign-in log that details the volume of traffic in the Premedical Office and the nature of services provided.
- Facilitates on-campus arrangements for professional school representatives and others who visit the Premed Office virtually or in-person, publicize their visits where applicable, etc.
- Secures rooms/space and furniture set-up through the University’s EMS events management portal and TMA system for various premed-related activities such as group meetings, recruitment visits, and MCAT review courses.
- Prepares signage and other correspondence to advertise premed-related activities or events to students via email and/or mail on a weekly basis.
- Prepares premed workshop materials, information forwarded by recruiters, and other premed-related documents readily available to students in the Premedical Office.
- Answers telephone calls and responds to voicemail messages accordingly.
- Sends, retrieves, and responds to emails as needed.
- Processes incoming and outgoing mail as needed.
- Files and retrieves documents as needed.
- Generates photocopies and sends documents via facsimile as needed.
- Maintains organized/clean work environment.
- Assists Director of Premedical Program and Premedical Advisors with management of office, including supervising student workers as needed.
- Assists with advising Alpha Epsilon Delta (AED) Pre-Health Professions Honor Society.
Posting Detail Information
Posting Number
S299P
Number of Vacancies
1
Desired Start Date
04/03/2023
Position End Date (if temporary)
Posting Date
03/27/2023
Application Review Date
Closing Date
Open Until Filled
Yes
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/2517
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.
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