Administrative Assistant

University of the Incarnate Word, United States

Updated: 11 days ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: 20 Apr 2024

Position Details
Position Information


Position Title Administrative Assistant
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 for the Ila Faye Miller School of Nursing and Health Professions (SNHP) provides general administrative support to students and faculty, as well as serving as the first point of contact for the School of SNHP.  The Administrative Assistant reports to the Dean, SNHP.
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 Essential Job Duties
Description of Job Duties
  • Assists with office workflow to include student admission, progression, and graduation processes to include application management, transcript review, student registration.
  • Collaborates with students to schedule admissions interview appointments.
  • Compiles data to identify GPA of students upon request.
  • Manages and maintains student files to include letters of acceptance; maintains student database.
  • Serves as one of the primary initial contacts with the programs; provides excellent customer service.
  • Works with multiple internal constituents such as Admissions, Registrar’s Office, Business Office, Information Technology, etc.; communicates and collaborates in a professional manner.
  • Provides general support to the SNHP faculty such as managing travel arrangements.
  • Directs individuals to locations; provides general information through face-to-face interaction, via email, and telephone works with Sr. Administrative Assistant to the Dean to coordinate SNHP hospitality services.
  • Assists with room reservation using 25Live.
  • Coordinates new student orientation/special events.
  • Assists with special projects as requested by the Dean.
  • Performs other duties as assigned.

Qualifications


Knowledge Skills and Abilities
  • Excellent communication, collaboration, and organizational skills.
  • Strong proficiency in Microsoft Word, Excel Outlook, and PowerPoint.
  • Ability to multi-task and project a professional demeanor at all times in a complex work setting.
  • Strong written and oral communication skills.
  • Knowledge and experience with hard copy and technology-based record systems.
  • Strong attention to detail.
  • Ability to effectively solve routine problems with limited guidance.
  • Ability to effectively follow established policies with consistency.
  • Ability to recognize confidential information and maintain strict confidentiality of all student and employee information (includes academic, health. financial, personal, etc.).
  • Ability to effectively and consistently maintain high ethical standards.
  • 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 GED equivalent.
Required Work Experience
Two (2) years of secretarial/administrative experience in a complex office environment.
Preferred Qualifications
  • Bachelor’s Degree in Administration or related field.
  • Five or more years of work experience in a professional office environment, preferably in higher education.
  • Experience with student records management.
  • Strong proficiency with Microsoft 365, MS Office products, MS Teams, Zoom, Banner, and Nursing CAS.
  • Bilingual (Spanish/English).
Required Certifications, Licenses or Registrations
None specified.
Work Hours
Typically Monday to Friday, 8:00 AM to 5:00 PM with some weekend and evening expectations.
Physical Demands
  • Ability to lift up to 15lbs of office supplies.
  • Ability to reach overhead, bend, squat to retrieve office materials.
  • Ability to push/pull carts holding supplies up to 35 lbs.
  • Ability to actively engage in events for extended periods of time.
  • Ability to regularly move about campus and event venues to actively engage faculty, staff, and potential/current students, as well as attend meetings on campus.

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