Administrative Assistant II, Leadership Studies

Xavier University • Cincinnati, OH

7d

About The Position

Xavier University is seeking an organized, detail-oriented, and service-focused Administrative Assistant II to support the Department of Leadership Studies within the College of Health and Human Services. The position provides administrative and operational support to the Department Chair, Program Director(s), faculty, adjunct instructors, and students, including assistance with accreditation, recruitment, departmental communications, academic scheduling, and daily office operations.

The Administrative Assistant II serves as a key liaison between the department, other university offices, and external partners to ensure efficient coordination and responsive service. The position also provides administrative support to other departments as directed by the CHHS Dean’s Office. The successful candidate will demonstrate professionalism, initiative, adaptability, and a commitment to continuous improvement, collaboration, and ongoing learning to meet evolving departmental and university needs.

Requirements

• High school diploma or GED.
• 3 to 5 years of relevant administrative, office management, program coordination, or related professional experience.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities, meet deadlines, and prioritize competing demands.
• Excellent written and verbal communication skills, including the ability to communicate professionally.
• Demonstrated proficiency in standard office software and technology.

Responsibilities

• Maintain faculty files and departmental records.
• Process Period Activity Pay.
• Assist with faculty and adjunct hiring and onboarding.
• Maintain the department website and social media.
• Document meeting minutes.
• Support HLC accreditation activities, recruitment, informational sessions, and administrative needs of the Department Chair and Program Director(s).
• Serve as the department's primary point of contact and respond to student inquiries.
• Assist the Department Chair with student communications.
• Facilitate processing of student forms, requests, and related documentation while maintaining confidentiality.
• Manage telephone calls, email correspondence, incoming and outgoing mail, calendars, meetings, and advising appointments.
• Greet students and visitors, maintain an organized office and classroom environment, and coordinate maintenance requests.
• Assist with course scheduling and enrollment monitoring; support adjunct instructors; and coordinate faculty course materials.
• Organize departmental events and meeting spaces, archive semester course syllabi, manage tutorial approval forms, and assist with copying and distributing instructional materials.
• Coordinate faculty development requests and order office supplies and instructional materials.
• Process departmental purchases through Workday, reconcile purchasing card transactions, and maintain accurate purchasing documentation.
• Provide administrative support to other departments as directed by the CHHS Dean’s Office.

Benefits

• Comprehensive insurance plans including medical, dental, vision, and prescription coverage.
• Tax-advantaged accounts including health savings accounts, flexible spending accounts, and dependent care account.
• Life and long-term disability insurance, accident and illness insurance, and retirement savings plans.
• Paid time off options including vacation, sick leave, and holidays.
• Tuition remission for employees and their eligible dependents.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED