Administrative Assistant

Responsibilities

• Provide high-level administrative, clerical, and operational support to the Xavier Ochsner College of Medicine (XOCOM).
• Serve as the primary point of contact for assigned departments, managing calls, emails, and visitors.
• Manage office operations, including supply inventory, vendor coordination, and maintaining electronic and physical filing systems.
• Coordinate calendars, schedule meetings, arrange travel, and prepare meeting materials, agendas, and minutes.
• Support departmental initiatives, programs, and events, including committee and admissions-related logistics.
• Facilitate professional communication between faculty, staff, students, and external partners.
• Maintain accurate records within CRM systems, such as Raiser’s Edge, to support donor communications and departmental workflows.

Requirements

• High school diploma or equivalent.
• Minimum of five years of administrative experience in a fast-paced, high-volume environment (e.g., healthcare, higher education, or complex business organizations).
• Proficiency in Microsoft Office Suite and web-based administrative applications.
• Proven ability to manage shifting priorities and maintain accuracy under pressure.
• Demonstrated professionalism and discretion when handling sensitive and confidential information.
• Strong written and verbal communication skills.

Preferred Qualifications

• Bachelor’s degree in business administration, communications, health administration, or a related field.
• Seven years of progressively responsible administrative experience within academic medicine, healthcare, or professional services.
• Experience supporting executives, leadership, or faculty in complex organizations.
• Working familiarity with CRM systems used in fundraising environments, such as Raiser’s Edge.

About the Company

Founded in 1925, Xavier University of Louisiana is the only Catholic Historically Black University in the United States. Located in New Orleans, Xavier strives to contribute to a more just and humane society by preparing its students for roles of leadership and service in a global society through a diverse learning and teaching environment.