Administrative Specialist –Humanities Cluster; Languages, Philosophy, Theology, and English

Administrative Specialist – Humanities Cluster (Languages, Philosophy, Theology, and English)

Position Title:

Administrative Specialist – Humanities Cluster (Languages, Philosophy, Theology, and English)

FLSA status:
Non-Exempt

Department:
Division of Humanities and Fine Arts

Full time

Open until filled

Job Summary:

Xavier University of Louisiana is seeking an Administrative Specialist to provide comprehensive administrative, financial, and operational support to the Departments of Languages, Philosophy, Theology, and English. The role serves as the primary liaison and central point of contact for faculty, students, and university administrators within this humanities cluster.

AA/EOE

• Office Operations & Administration:
  Manage daily operations of shared department suites; maintain academic files, student records, and digital archives; order and maintain inventories of office supplies and teaching materials.
• Faculty & Student Support:
  Serve as first point of contact for student and faculty inquiries; assist department chairs with compiling course schedules, managing overriding permissions, and coordinating major/minor declarations.
• Financial Tracking & Procurement:
  Process purchase requisitions, check requests, travel authorizations, and expense reimbursements using the university’s enterprise systems (Banner); assist department chairs in monitoring annual operational budgets.
• Personnel & Payroll Coordination:
  Facilitate personnel action forms (ePAFs) and time‑sheet approvals for departmental student workers, research assistants, and adjunct faculty.
• Event & Meeting Planning:
  Coordinate logistics, room reservations, catering, and promotional materials for departmental meetings, guest lectures, special seminars, and humanities‑centered campus events.
• Communications:
  Manage departmental correspondence, update internal directories, and assist in maintaining the departments’ web presence.

• Education:
  
  Bachelor’s degree desired, or equivalent combination of education and significant professional administrative experience.
• Experience:
  
  2–3 years of progressive administrative support experience, preferably within a higher education setting or multi‑departmental corporate environment.
• Technical
  
  Skills:
  
  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace (Docs, Sheets, Drive). Experience with university enterprise systems (such as Banner or Brightspace) highly preferred.
• Communication
  
  Skills:
  
  Strong written, verbal, and interpersonal communication skills; ability to interact effectively and respectfully with a diverse population of students, faculty, staff, and external visitors.
• Organizational
  
  Skills:
  
  Demonstrated ability to prioritize multiple tasks, meet firm academic deadlines, maintain confidentiality, and work independently with minimal supervision.

• Additional experience or coursework in higher education administration.
• Familiarity with university financial and procurement systems.
• Experience with event coordination and campus communications.