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Position Details

Position Information Position Title Academic Management Coordinator 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 Academic Management Coordinator is responsible for managing the day-to-day academic support functions for the University of Incarnate Word Rosenberg School of Optometry (UIWRSO). This position handles logistical tasks for academic affairs, supports academic events, and ensures smooth running of the academic program. The Academic Management Coordinator reports to the Dean, Rosenberg School of Optometry. 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 webpagefor additional details on our benefits and eligibility. Job Duties Job Duty Name Administrative Tasks Description of Job Duties

• Prepare, coordinate, and manage accreditation documents for ACOE and SACS including providing direction to committees for submission of information; ensure completion per deadlines.
• Provide oversight with RSO room reservations; ensure there are no scheduling conflicts.
• Maintain daily communication with the Administrative Assistant to the Dean.
• Assist with onboarding new full time and part time faculty members.
• Provide faculty support to maintain instructional operations and academic quality.
• Provide support to the Associate Dean for Academic Affairs.
• Support the Administrative Assistant for Optometry Programs in efforts with Mission, Residency, Continuing Education, and Research.
• Prepare and manage faculty travel arrangements and reimbursements; ensure faculty leave forms are submitted in a timely manner.
• Assist with set up and break down of academic-related events.
• Record, type, and distribute information as needed.
• Order supplies as requested.
• Assist with scheduling, record keeping, and report generation as requested.
• Uphold strict confidentiality in all academic and personnel matters.
• Perform other duties as assigned.

Job Duty Name Budget Assistant Description of Job Duties

• Process requisitions for academics and academic affairs, serving as a point of contact for purchase orders for didactic, laboratory, and clinical purchases.
• Manage reconciliation of orders.
• Route supplies to appropriate departments.
• Assist to ensure supplies are purchased within the allotted budget amounts.
• Assist with and coordinate Payroll Authorization Forms and Professional Services Agreements.
• Communicate and provide direction to departments and clinics for the Dean’s final approval of the budget.

Job Duty Name Events Description of Job Duties

• Serve as the centralized coordinator of all events for RSO.
• Coordinate special events for the school, Dean’s office, and as requested.
• Coordinate with Student Affairs, Academic Affairs, and Clinical Affairs event activities.
• Oversee adherence to university policies and procedures for all events.
• May travel to secure event supplies.
• Ensure project outcomes are successful.

Qualifications Knowledge Skills and Abilities

• Strong ability to maintain confidential information.
• Proficiency in MS Outlook, Word, Excel, or similar systems.
• Ability to maintain professionalism in all areas in a dynamic high activity environment.
• Strong event coordination skills.
• Proficiency in preparing and executing purchasing and reconciliation transactions.
• Strong communication skills-verbal, written, and interpersonal.
• Strong organizational skills.
• Strong attention to detail and follow through.
• Ability to effectively work independently and in a team environment.
• Strong ability to effectively manage multiple priorities in a deadline-driven environment.
• Strong time-management skills.
• Excellent customer service 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. Required Work Experience

• Two (2) years of office management or other relevant experience in a complex office setting.
• One (1) year of experience in the planning and/or execution of events.

Preferred Qualifications

• Office management experience in a higher education, optometry, or similar environment.
• Bilingual skills in Spanish language.

Required Certifications, Licenses or Registrations Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW. Work Hours Monday through Friday 8am to 5pm with extended hours or weekends as needed to meet departmental goals. Physical Demands

• Ability to lift up to 15bs for table set-up/tear-down at events.
• Ability to lift up to 20lbs of office/event materials, as well as to reach overhead, bend, and squat to retrieve office/events materials.
• Ability to push/pull event carts holding up to 45 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 and off campus.