Job Details

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.

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, or faculty, and coordinating cross-departmental communication

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)
• Maintain organized electronic and physical filing systems
• Order office supplies, manage inventory, coordinate with vendors
• Track schedules, deadlines, and administrative timelines
• 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

Financial & Documentation Processing

• Prepare, track, and process expense reports
• Maintain routine departmental documentation
• Assist with forms, trackers, and basic operational reporting

Essential Duties and Responsibilities Description

Project & Program Support

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

Posting Detail Information

Posting Number
S483P

Number of Vacancies
3

Desired Start Date
05/04/2026

Position End Date (if temporary)

Posting Date
03/23/2026

Application Review Date

Closing Date
04/30/2026

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 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.