FULL-TIME ADMINISTRATIVE PROFESSIONAL

Posting Details
Posting Summary

Position Title
Administrative Assistant - XOCOM

FLSA

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. This role also provides executional administrative support within workflows and systems established by the Development Operations & Administration Manager.
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, and/or faculty, and coordinating cross-departmental communication especially in complex organizations
Working familiarity with CRM systems used in fundraising environments (e.g., Raiser's Edge) and the ability to maintain accurate records and documentation
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), including assistance with donor communications
Maintain organized electronic and physical filing systems, including CRM systems such as Raiser's Edge
Order office supplies, manage inventory, coordinate with vendors
Track schedules, deadlines, and administrative timelines, including follow-up related to donor activity
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
Project & Program Support
Provide project coordination support for ongoing departmental programs
Assist with tasks connected to committees, and special initiatives

Posting Detail Information

Posting Number

S485P

Number of Vacancies
1

Desired Start Date
08/04/2026

Position End Date (if temporary)
Posting Date
04/16/2026

Application Review Date
Closing Date
07/08/2026

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 the only Catholic Historically Black University in the United States. Located in New Orleans, the University strives to contribute to a more just and humane society by preparing its students to assume roles of leadership and service in a global society. Xavier prides itself in its diverse learning and teaching environment that incorporates a variety of educational practices, including research and service learning.