Xavier University
Administrative Assistant III, College of Professional Sciences
Xavier University, Union, Kentucky, United States, 41091
Job Description
Xavier University's College of Professional Sciences (CPS) Dean's Office is seeking applications for a full-time position of Administrative Assistant III. This position provides direct support to the Dean and Associate/Assistant Deans and plays a central role in ensuring the smooth and efficient operation of the CPS Dean's Office.
The Administrative Assistant III will manage day-to-day administrative and clerical responsibilities, coordinate events and projects, and serve as a key contact for students, faculty, staff, and external partners. The role requires working independently with a high degree of professionalism, confidentiality, and attention to detail while anticipating needs and supporting both routine tasks and emerging challenges. This is a full-time, hourly position requiring 100% onsite work, with a schedule of 37.5 hours per week.
Essential Duties and Responsibilities
The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility here will not preclude it from the position. Provide professional administrative support to the Dean and Associate/Assistant Deans, including correspondence and meeting preparation. Manage the Dean's calendar by scheduling meetings, appointments, and recurring events, ensuring materials are prepared in advance, and coordinating travel arrangements. Serve as the primary point of contact for CPS stakeholders, including students, faculty, staff, university administrators, and community partners. Coordinate daily operations of the CPS Dean's Office, including data entry, assisting with student academic matters, and supply management. Manage events and special projects, including logistics, communications, website updates, and registrations. Support CPS Advisory Board activities and other initiatives requiring cross-departmental collaboration. Take a leadership role in developing and maintaining office workflows, procedures, and projects. Perform other duties as assigned. Required Qualifications:
High school diploma or equivalent required; Associate's degree preferred. 3-5 years of related administrative experience (an associate's degree with 1-3 years of experience may be substituted). Proficiency in Microsoft Office and strong general computer skills. Excellent written and verbal communication skills. Strong organizational, problem-solving, and time management abilities. Meticulous attention to detail. Ability to work independently on multiple projects with confidentiality and discretion. Preferred Qualifications:
Experience in higher education, particularly in an academic setting. Familiarity with Xavier University systems such as Banner, FLAC, Cascade, and XavierBuy. Understanding of issues in contemporary higher education and the culture of a Jesuit Catholic university. To ensure consideration, qualified/interested applicants must submit a cover letter, resume and the names and contact information of three professional references on Xavier University's website.
Review of applications will start on
September 19, 2025 . Applications will be accepted until the position closes at the University's discretion.
Benefits
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 account, 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.
Xavier University's College of Professional Sciences (CPS) Dean's Office is seeking applications for a full-time position of Administrative Assistant III. This position provides direct support to the Dean and Associate/Assistant Deans and plays a central role in ensuring the smooth and efficient operation of the CPS Dean's Office.
The Administrative Assistant III will manage day-to-day administrative and clerical responsibilities, coordinate events and projects, and serve as a key contact for students, faculty, staff, and external partners. The role requires working independently with a high degree of professionalism, confidentiality, and attention to detail while anticipating needs and supporting both routine tasks and emerging challenges. This is a full-time, hourly position requiring 100% onsite work, with a schedule of 37.5 hours per week.
Essential Duties and Responsibilities
The following list of duties is meant to be representative of the work performed in this position. The omission of a specific duty or responsibility here will not preclude it from the position. Provide professional administrative support to the Dean and Associate/Assistant Deans, including correspondence and meeting preparation. Manage the Dean's calendar by scheduling meetings, appointments, and recurring events, ensuring materials are prepared in advance, and coordinating travel arrangements. Serve as the primary point of contact for CPS stakeholders, including students, faculty, staff, university administrators, and community partners. Coordinate daily operations of the CPS Dean's Office, including data entry, assisting with student academic matters, and supply management. Manage events and special projects, including logistics, communications, website updates, and registrations. Support CPS Advisory Board activities and other initiatives requiring cross-departmental collaboration. Take a leadership role in developing and maintaining office workflows, procedures, and projects. Perform other duties as assigned. Required Qualifications:
High school diploma or equivalent required; Associate's degree preferred. 3-5 years of related administrative experience (an associate's degree with 1-3 years of experience may be substituted). Proficiency in Microsoft Office and strong general computer skills. Excellent written and verbal communication skills. Strong organizational, problem-solving, and time management abilities. Meticulous attention to detail. Ability to work independently on multiple projects with confidentiality and discretion. Preferred Qualifications:
Experience in higher education, particularly in an academic setting. Familiarity with Xavier University systems such as Banner, FLAC, Cascade, and XavierBuy. Understanding of issues in contemporary higher education and the culture of a Jesuit Catholic university. To ensure consideration, qualified/interested applicants must submit a cover letter, resume and the names and contact information of three professional references on Xavier University's website.
Review of applications will start on
September 19, 2025 . Applications will be accepted until the position closes at the University's discretion.
Benefits
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 account, 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.