Xavier University seeks applicants to fill the vacancy for Administrative Assistant II. Reporting to the Library Director, the successful candidate for this full time position (37.5 hours/week) will provide administrative support for the library along other Information Technologies departments to include budgetary functions, taking meeting minutes, scheduling, assisting with event planning, ordering supplies, and maintaining department files, among other duties.
Provides administrative support primarily for library but also other Information Technologies departments to include clerical, budgetary and personnel functions. Acts as a backup to the Administrative Assistant to the Associate Provost & CIO.
Coordinates budget activities for library
Working with Banner and SciQuest systems, is responsible for the preparation, receipt and reconciliation of purchase requisitions and for requests for checks.
Verifies expenditures against budgets.
Troubleshoots issues and serves in capacity as library liaison for campus financial departments such as Accounts Payable
Reconciles P-cards and provides assistance with receipts.
Processes interdepartmental transfers and budget revisions.
Maintains and provides declining balance spreadsheet for library on a regular basis.
Provides assistance as needed for library acquisitions
Provides reports from Banner on specific accounts, categories, etc.
Makes cash deposits
Maintains student employee budget
Coordinates the day-to-day operation of the library.
Schedules meetings and rooms for library staff.
Coordinates conference and training registrations and travel arrangements for staff as requested along with support for reimbursement.
Maintains and orders supplies for library on an as needed basis.
Prepares and maintains department’s files as directed.
Takes and transcribes minutes for meetings and posts them to shared drive.
Special projects as requested once approved by the director.
Provides clerical and budgetary support for other Division departments and Administrative Assistant III
Working with Banner and SciQuest systems, is responsible for the preparation receipt and reconciliation of purchase requisitions and/or requests for checks
Reports and tracks expenditures to director of each department
Order supplies and work with vendors.
Reconciles P-cards for staff of each department
Processes interdepartmental transfers and budget revisions
Coordinates the receiving process for campus-wide technology and software purchases and creates work orders for installation of equipment and software
Maintains student employee budget
Provide candidate support by scheduling phone and campus interviews, take notes in search committee meetings, processes email correspondence, prepare workstation and coordinate the installation of phone, computer, etc.
Routine administrative support to library and staff
Coordinates maintenance work in CLC and McDonald through Physical Plant as well as communicating set up needs for library events and programming
Provide candidate support by scheduling phone and campus interviews, takes notes in search committee meetings, processes email correspondence, prepare workstation and coordinate the installation of phone, computer, etc.
Assists with holiday, student employee, and other celebrations.
This is a full time position with full benefit package. To ensure consideration, interested applicants must submit a cover letter, resume, and the names and contact information of three references on Xavier University’s website. Applications will be received through July 12, 2019 or until position is filled.
XAVIER UNIVERSITY IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER