Administrative Assistant II, Leadership Studies

About the role

Current Xavier University employees must apply to the internal career site by logging into Workday

About the role

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 (CHHS). This 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.

Job Responsibilities

• Departmental Administration and Faculty Support: 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).
• Student Support and Communication: Serve as the primary point of contact for the department; respond to student inquiries; assist the Department Chair with student communications; and facilitate the processing of student forms, requests, and related documentation while maintaining confidentiality.
• Office Administration and Operations: 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.
• Academic and Departmental Coordination: Assist with course scheduling and enrollment monitoring; support adjunct instructors; 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.
• Purchasing and Budget Support: Coordinate faculty development requests; order office supplies and instructional materials; process departmental purchases through Workday; reconcile purchasing card transactions; and maintain accurate purchasing documentation.

Job Requirements

• High school diploma or GED required.
• 3 to 5 years of relevant administrative, office management, program coordination, or related professional experience.
• Strong organizational skills and attention to detail, with 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.

Additional information

To ensure consideration, qualified/interested applicants must submit a cover letter and resume on Xavier University's website.

Applications will be reviewed immediately and will be accepted until the position closes at the University's discretion.

Candidates selected for the final stages of the interview process will be asked to provide the names and contact information of three professional references.

Xavier University is part of the 500-year-old Jesuit Catholic tradition of academic excellence in the liberal arts. Guided by our mission and values, we welcome and support members from diverse backgrounds and life experiences. We unreservedly commit to open and free inquiry, deliberately seek out multiple perspectives, and create a campus where everyone feels a sense of belonging. Our campus is located in the vibrant and thriving city of Cincinnati, which has an array of neighborhoods and activities to suit many interests.

Benefits - applies only to full-time positions

Xavier University offers a wide array of complementary and affordable benefit options to meet the financial, educational, health, and wellness needs of you and your family. Eligibility varies by position and employment class:

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