Administrative Assistant

University of the Incarnate Word, United States

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

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 is responsible for providing clerical support to the Doctor of Occupational Therapy (OTD) Program Director and assisting with general office operations for the OTD department and faculty. The Administrative Assistant reports to the Doctor of Occupational Therapy Program Director.
This position is located at the UIW School of Rehabilitation Sciences in the Saidoff Center which is located at 9160 Guilbeau Road, San Antonio, TX, 78250.
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 Program Director and Faculty Support
Description of Job Duties
  • Assists with updating and distributing student and department manuals (i.e., clinical handbooks, etc.).
  • Maintains OTD forms (i.e., applications, etc.).
  • Processes photocopy runs as requested by the OTD faculty.
  • Assists and supports faculty during the advisement and registration process.
  • Maintains office inventory, to include ordering of supplies and equipment; assists the budget manager as needed.
  • Files correspondence and program materials in the office.
  • Creates work order requests for maintenance.
  • Manages library orders for OTD faculty.
  • Assists with classroom laboratory technology as needed.
  • Assists with accreditation documentation as needed.
  • Serves on a variety of academic committees in a support capacity as needed.
  • Assists the OTD Program Director in all other aspects of programmatic success.
  • Performs all other duties as assigned.
Job Duty Name Site Matching
Description of Job Duties
  • Provides support to the Occupational Therapy (OT) Field Work Coordinator during site matching process.
  • Assists with matching students to sites.
  • Compiles yearly requests as needed.
  • Communicates with sites as needed (i.e., related to confirmation matching).
Job Duty Name Manage Student Compliance
Description of Job Duties
  • Manages all aspects of student compliance regarding immunizations, CPR, and assisting students with specific site requirements.
  • Coordinates and manages student compliance with external vendors.
  • Provides support to the Academic Fieldwork Coordinator (AFWC) and OT Program Director regarding student responsibility and follow-through.
Job Duty Name Schedule and Manage Faculty and Student Workers
Description of Job Duties
  • Schedules travel arrangements and assists in reimbursement paperwork as needed.
  • Manages, trains, and supervises student workers, graduate assistants, and student ambassadors.
Job Duty Name Office Operations and Special Events
Description of Job Duties
  • Greets and assists callers and walk-in visitors.
  • Provides and coordinates staff and office support.
  • Conducts general data entry as needed.
  • Prepares reports as needed.
  • Schedules patients and clients in the school’s community clinic.
  • Communicates with providers and manages receipt of confidential medical records.
  • Coordinates special eventsby coordinating with other department members.
  • Assists with admission processes for preview and interview days.
  • Assists with orientation of OT students, faculty, adjuncts, etc.
  • Organizes and manages Preview Day and Interview Day.
  • Serves as a back-up for other School of Rehabilitation Sciences (SoRS) programs, as needed (i.e., Academic Affairs, Academic Success and Student Affairs, Recruitment, Admissions, and the onsite community clinic).
Job Duty Name Data Management System Ownership
Description of Job Duties
  • Manages the OT AFWC and OT Program Director’s site management and evaluation systems to optimize efficiency.
  • Updates and maintains the SoRS webpage information and social media sites as needed.

Qualifications


Knowledge Skills and Abilities
  • Strong attention to detail with a high level of accuracy.
  • Ability to work in a fast-paced, multi-task environment.
  • Excellent verbal, written, and interpersonal skills.
  • Demonstrated proficiency in following standard office procedures; ability to facilitate and streamline office operations.
  • High level of computer literacy with the ability to learn new databases (i.e., EXXAT).
  • Proficiency in Microsoft Office (i.e., Outlook, Word, Excel, or similar systems).
  • Strong organizational skills with the ability to track and maintain a large volume of dated memorandums of understanding.
  • Strong ability to manage multiple projects simultaneously and prioritize tasks.
  • Demonstrated proficiency in typing, telephone etiquette, filing, and general clerical skills.
  • Strong commitment to confidentiality.
  • Demonstrated proficiency in taking ownership; strong ability to take initiative in completing daily tasks and processes.
  • 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
Associate’s Degree or 60 college hours.
Required Work Experience
Two (2) years of administrative support or related clerical experience in a complex office environment.
Preferred Qualifications
  • Bachelor’s Degree.
  • Bilingual skills in Spanish language.
Required Certifications, Licenses or Registrations
None specified.
Work Hours
Monday through Friday 8am to 5pm with extended hours as needed to meet student needs.
Physical Demands
Ability to push/pull or lift up boxes, books, equipment, or inventory up to 50lbs.

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