Administrative Assistant (Temporary)

University of the Incarnate Word, United States

Updated: 6 days ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Position Title Administrative Assistant (Temporary)
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 provides high-level administrative support to the Dean, School of Rehabilitation Sciences. This is a temporary full-time position expected to last from late March 2026 to July 2026. The Administrative Assistant reports to the Dean, School of Rehabilitation Sciences.
Benefits
This position is not benefits eligible.

Job Duties


Job Duty Name Essential Duties
Description of Job Duties
  • Serve as the point of contact between the dean, internal and external customers.
  • Type reports, memos, letters and other documents for the dean.
  • Answer telephone and direct callers.
  • Record, type and distribute meeting minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • Perform general office duties such as ordering supplies and maintaining records management database systems.
  • File and retrieve documents, records and reports.
  • Open, sort and distribute incoming correspondence, including faxes and emails.
  • Maintain the dean’s calendar and scheduled appointments.
  • Assist in preparation and adherence to the dean’s budget.
  • Coordinate special events for the Dean’s suite.
  • Act as a coordinator with administrative assistants for the school.
  • Keep and maintain accurate information on accreditation documents including awareness and tracking of reporting deadlines and requirements.
  • Maintain faculty, staff, and administration files for the school.
  • Provide support to the faculty, staff, and administration of the school.
  • Work independently and within a team on special nonrecurring and ongoing projects and events.
  • Order office supplies and research new suppliers and discounts.
  • Schedule conference rooms.
  • Perform other duties as assigned.

Qualifications


Knowledge Skills and Abilities
  • Strong skills using Microsoft Office Word, Excel, Outlook, PowerPoint and Teams.
  • Strong proficiency in office management principles, methods, and procedures to complete work assignments.
  • Strong proficiency in organization, personnel, and fiscal management to complete daily work assignments.
  • Proficiency in sorting/filing techniques and record retention policies and schedules to maintain accurate records.
  • Ability to remain professional demeanor when dealing with internal and external customers.
  • Ability to manage and prioritize multiple assignments.
  • Ability to maintain accuracy and attention to detail.
  • Ability to work independently and carry out a variety of critical and time sensitive projects without detailed instructions.
  • Ability to maintain confidential information.
  • Strong proficiency in proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.
  • Excellent written and verbal communication.
  • Ability to work effectively with individuals from diverse backgrounds 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 experience providing administrative support to a program, department, school, or unit.
Preferred Qualifications
  • Ability to communicate effectively in the Spanish language.
  • Experience in a higher education administrative setting.
  • Bachelor’s degree.
  • Experience in supporting a higher level executive.
Required Certifications, Licenses or Registrations
None
Work Hours
Typical Monday through Friday 8:00am to 5:00pm with occasional extended hours/weekends to meet departmental needs.
Physical Demands
  • Ability to lift up to 15lbs of office/event/materials, to include the ability to reach overhead, bend, and squat to retrieve said supplies.
  • Ability to push/pull event carts holding up to 40lbs.
  • 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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