Administrative Assistant to the Vice President for Mission & Ministry

University of the Incarnate Word, United States

Updated: 3 months ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Position Title Administrative Assistant to the Vice President for Mission & Ministry
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 Vice President for Mission & Ministry (M&M) is responsible for managing office operations and providing comprehensive administrative support, including serving as a first point of contact offering both hospitality and reception. Position regularly exercises initiative and independent judgement in executing duties and interacting with students, staff, faculty, and guests. The administrative assistant to the Vice President for M&M reports directly to the VP for Mission and Ministry.
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
  • Serve as receptionist; greet guests and refer them to appropriate staff members; answer phone, route calls, and take messages; maintain front area to ensure it is presentable.
  • Effectively collaborate and coordinate with individuals (from UIW and outside community) via email/phone calls, etc. regarding meetings, events, etc.
  • Serve as a liaison with other internal departments and external organizations.
  • Arrange travel, hotel accommodations and car rentals for department, as appropriate.
  • Schedule internal and external meetings; secure venues/rooms for meetings and events; arrange for catering upon request; record minutes as assigned.
  • Prepare correspondence and other materials, including reports, as needed for the office, including associated departmental staff.
  • Reconcile credit card statements for department; keep track of and scan receipts.
  • Submit requests for various maintenance jobs within the department.
  • Distribute incoming mail and prepare outgoing mail, including bulk mail, to include mailing labels as appropriate.
  • Maintain and update website, as appropriate.
  • Prepare/determine layout, design, proofing and production of departmental print materials.
  • Manage, order, and maintain office supplies; develop inventory system, as appropriate.
  • Report housekeeping issues to Aramark.
  • Request reserved parking for Mission & Ministry guests.
  • Submit various forms for department, including check requests, purchase orders, petty cash, leave forms, general travel expense forms, vehicle requests forms, mileage forms, etc.
  • Assist with HR collaborations with respect to job descriptions and job postings; coordinate/schedule candidates for Zoom and in-person interviews; submit Personnel Action Forms to Human Resources as needed.
  • Schedule one-on-one meetings for Vice President to meet with leadership team members.
  • Assist with onboarding of students and staff.
  • Perform other duties as assigned.

Qualifications


Knowledge Skills and Abilities
  • Strong proficiency in Microsoft Office Software (Word, Excel, PowerPoint, Outlook or similar)
  • Must be able to communicate professionally and effectively in all interactions, both verbally and in writing.
  • Ability to consistently and effectively maintain a high degree of discretion dealing with confidential information.
  • Must be proficient in computer operations, file management, data entry and reporting using Microsoft Excel and other data management systems.
  • Ability and willingness to learn new software programs and web-based applications with minimal guidance for website management using applications such as Publisher, Adobe, InDesign.
  • Strong organizational skills with the ability to handle multiple assignments simultaneously and demonstrate strong problem solving skills; ability to effectively pivot with changing priorities.
  • Must be able to work collaboratively in a team environment, as well as work independently exercising independent judgment with minimal supervision.
  • Ability to respond with sensitivity to the needs of individuals with disabilities.
  • 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 education or GED equivalent. Note that additional education will be considered in lieu of required experience.
Required Work Experience
Minimum of three (3) years of administrative experience in a complex office setting.
Preferred Qualifications
  • Strong proficiency with Microsoft Office software – particularly publications software.
  • Experience in maintaining & updating websites.
  • Experience in working for a non-profit organization.
  • Experience in working with people with disabilities.
  • Bilingual in Spanish and English.
Required Certifications, Licenses or Registrations
None specified.
Work Hours
Typical Monday through Friday 8am to 5pm with extended hours as needed based on departmental needs.
Physical Demands
  • Ability to lift up to 10lbs of office materials.
  • Ability to reach overhead, bend, squat to retrieve office materials.
  • Ability to regularly move about campus and event venues to actively engage students, faculty, and staff as well as attend meetings on campus.

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