Administrative Assistant to the Dean

University of the Incarnate Word, United States

Updated: 2 months ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Position Title Administrative Assistant to the Dean
UIW Mission
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary
The Administrative Assistant to the Dean is responsible for managing office operations and providing extensive assistance to the Dean in support of faculty, programs, and students for the Dreeben School of Education (DSOE), as well as providing general support to St. Anthony Catholic High School. The Administrative Assistant to the Dean reports directly to the Dean of DSOE.
Benefits
UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties


Job Duty Name Administrative Assistant
Description of Job Duties
  • Serves as receptionist; greets guests and refers them to appropriate staff members; answers phone, routes calls, and takes messages; maintains front area to ensure area is clean and presentable.
  • Effectively collaborates and coordinates with individuals (from UIW and outside community) via email/phone calls, etc. regarding meetings, events, etc.
  • Serves as a liaison with internal/external departments and organizations.
  • Provides general support for St. Anthony Catholic High School, to include scheduling Board Meetings and taking minutes.
  • Arranges travel, hotel accommodations and car rentals, as appropriate; requests reserved parking for guests, as appropriate.
  • Schedules internal and external meetings; secures venues/rooms for meetings and events; arranges for catering upon request; records minutes as assigned.
  • Prepares correspondence and other materials, including reports, as needed.
  • Manages budget and provides reports upon request.
  • Maintains strict confidentiality of all verbal and written communications for the school.
  • Reconciles credit card statements for the school; keeps track of and scans receipts as appropriate.
  • Submits requests for various maintenance needs for the school. Reports housekeeping issues to Aramark.
  • Maintains and updates school website, as appropriate.
  • Prepares/determines layout, design, proofing and production of print materials for the school.
  • Manages, orders, and maintains office supplies.
  • Submits various forms for department, including check requests, purchase orders, petty cash, leave forms, general travel expense forms, vehicle requests forms, mileage forms, etc.
  • Requests faculty contracts and ensures appropriate paperwork is collected and filed.
  • Maintains and manages files for the school ensuring strict confidentiality.
  • Collaborates with HR to secure job descriptions and job posting approval; coordinates/schedules candidates for Zoom and in-person interviews, and submits Personnel Action Forms to Human Resources as needed.
  • Assists with onboarding of faculty and staff, as well as directly onboarding student employees.
  • Manages student employees; assigns work and provides oversight of said work to ensure standards are met.
  • Performs other duties as assigned.

Qualifications


Knowledge Skills and Abilities
  • Excellent verbal and written communication skills; strong knowledge of proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.
  • Strong proficiency in Microsoft Office to include Outlook, Word, and Excel.
  • Strong skills in office management principles, methods, and procedures.
  • Ability to maintain professionalism when dealing with internal and external stakeholders; ability to diffuse difficult situations and work toward positive resolutions.
  • Ability to effectively manage and prioritize multiple assignments, as well as pivot based on changes, delays, or unexpected events.
  • Ability to effectively maintain accuracy and attention to detail when completing multiple assignments.
  • Ability to work independently and carry out a variety of critical and time sensitive projects without detailed instructions.
  • Excellent problem solving skills with ability to reason and develop alternate solutions as appropriate.
  • Strong skills in making, managing, and reconciling travel arrangements.
  • Ability to maintain the confidentiality of sensitive and confidential information.
  • Ability to work effectively with individuals from diverse communities and cultures.
  • Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
Required Education
High school diploma or its equivalent.
Required Work Experience
Three (3) years of administrative support experience in a complex office environment to include budget management.
Preferred Qualifications
  • Bachelor’s Degree.
  • Higher education experience to include Banner.
  • MS Teams experience.
Required Certifications, Licenses or Registrations
Must have a valid driver license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
Work Hours
Monday through Friday from 8am to 5 with extended hours as needed to meet departmental goals.
Physical Demands
  • Ability to lift up to 10lbs of office or event supplies; ability to reach overhead, bend, and squat to retrieve office/event materials.
  • Ability to push/pull carted supplies weighing up to 25 lbs.
  • Ability to actively engage in events for extended periods of time.
  • Ability to regularly move about campus and event venues to actively engage students, faculty, and staff as well as attend meetings on and off campus.

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