Secretary, College of Humanities, Arts, and Social Sciences

University of the Incarnate Word, United States

Updated: 4 months ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Position Title Secretary, College of Humanities, Arts, and Social Sciences
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 Secretary for College of Humanities, Arts, and Social Sciences (CHASS) provides assistance to the Dean, Associate Dean and Administrative Assistant to the Dean in support of faculty, programs, and students of twenty-one programs. The Office of the Dean is a fast-paced work environment that practices service excellence to its constituents. The Secretary for College of Humanities, Arts, and Social Sciences reports directly to the Dean, CHASS.
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
  • Prepare and manage correspondence, reports and documents;
  • Organize and coordinate meetings, conferences, travel arrangements;
  • Take, type and distribute minutes of meetings;
  • Implement and maintain office systems;
  • Maintain schedules and calendars; arrange and confirm appointments;
  • Organize internal and external events;
  • Handle incoming emails, mail and other material;
  • Establish and maintain document management systems;
  • Establish and maintain work procedures;
  • Collate information;
  • Maintain databases;
  • Serve as liaison with internal and external contacts;
  • Coordinate the flow of information both internally and externally;
  • Manage office supplies;
  • Professionally greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs;
  • Supervise multiple student workers to assist the performance of the position duties and overall operation of CHASS;
  • Provide assistance to the Dean, Assistant Dean and Administrative Assistant to the Dean as directed;
  • Perform other duties as assigned.

Qualifications


Knowledge Skills and Abilities
  • Ability to multi-task within a face-paced academic administrative environment; strong time management, organizational and planning/ problem solving skills;
  • Ability to work constructively in a collaborative environment demonstrating professionalism at all times;
  • Proactive self-starter; ability to work independently with minimal supervision;
  • Ability to interact with a variety of constituents in a positive, friendly, and helpful way;
  • Excellent interpersonal skills; excellent communication skills, both in-person and phone;
  • Ability to utilize and maintain office equipment (fax, copier, printer, scanner) within the Dean’s Office and respective faculty offices;
  • Fluency in Microsoft Office Suite; strong word processing skills; proficient in spelling, punctuation, grammar and other English language skills;
  • 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 equivalent. Additional education will be considered in lieu of experience.
Required Work Experience
Two (2) years of experience in administrative office support in a complex office environment.
Preferred Qualifications
  • Bachelors Degree;
  • Experience in an higher-education environment performing the described duties;
  • Knowledge of Canvas CMS and SCT Banner (Oracle-based, Internet-native technology solution) for the higher education community;
  • Knowledge Microsoft Teams;
  • Fluency in Spanish language;
  • Proficient with social media and web page editing.
Required Certifications, Licenses or Registrations
N/A.
Work Hours
8:00 a.m. to 5:00 p.m. Monday-Friday, with occasional evenings and weekends based on departmental needs.
Physical Demands
  • Ability to lift up to 15 lbs of office files and supplies.
  • Ability to move about campus for mail pick-up, meetings, and events.

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