Administrative Assistant to the VP

Position Details

Position Information Position Title Administrative Assistant to the VP 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 VP is responsible for providing high-level administrative support to facilitate the leadership role of the CFO and VP for Finance and Administration, exercising initiative and independent judgment in managing the VP’s calendar, schedule, and the office’s daily activities. The position uses discretion in the dissemination of information; therefore, confidentiality is of utmost importance. This position requires maintaining a professional and friendly demeanor in a fast-paced environment, handling multiple simultaneous requests with ease under general supervision, and exercising moderate latitude for initiative and independent judgment. The Administrative Assistant to the VP reports to the CFO and VP for Finance and Administration. 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 Essential Job Duties Description of Job Duties

• Coordinate and communicate with individuals (from UIW and the outside community) via email/phone calls, and other means regarding meetings, events, and other matters.
• Secure venues/rooms for meetings and events and arrange for catering.
• Oversee projects and track progress to ensure alignment with VP priorities.
• Conduct research and prepare presentations/administrative reports upon request.
• Assist with the coordination of logistics, agenda, and materials for Board of Trustee Committee meetings.
• Oversee travel logistics including international arrangements and itineraries. Arrange hotel accommodations and car rentals for the Vice President and the Associate VP.
• Manage complex overlapping schedules, coordinate high-level meetings, and serve as a gatekeeper for the VP’s time and communication.
• Serve as a liaison with other internal departments and external organizations.
• Draft correspondence, emails and other materials as needed.
• Reconcile credit card statements for Vice President and other members of the finance team on P-Card Management System.
• Submit various forms for Vice President & other departmental administrators, such as check requests, Purchase Orders, petty cash forms, leave forms, general travel expense forms, vehicle request forms, and mileage forms.
• Maintain membership payments/renewals for annual membership organizations, magazine subscriptions, etc.
• Manage the Vice President’s calendar, schedules, and daily office activities.
• Handle requests for maintenance and housekeeping; ensure mail pickup and drop off from the campus post office.
• Assist with new employee onboarding.
• Perform other duties as assigned.

Qualifications Knowledge Skills and Abilities

• Ability to effectively anticipate needs, proactively solve problems, and adapt to changing priorities.
• Strong customer service skills
• Strong skills in Microsoft Excel, Word, PowerPoint, and Outlook.
• Must be proficient in computer operations, file management, and reporting using Microsoft Excel and other data management systems.
• Ability to communicate professionally and effectively in all interactions.
• Must maintain strict confidentiality with sensitive information.
• Must have the ability and willingness to learn new software programs and web-based applications with minimal guidance.
• Strong organization skills with the ability to handle multiple assignments simultaneously and change priorities upon request.
• Intrinsically motivated to take initiative with the ability to work independently with minimal supervision.
• Excellent project planning and management expertise.
• Strong organizational skills and attention to detail, always keeping in mind that participation from other departments contributes to the success of the Office.
• Rudimentary understanding of expense reports, budgets, profit & loss statements, and financial forecasts.
• Ability to work collaboratively in a team environment, as well as exercise independent judgment.
• 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 its equivalent. Required Work Experience Five (5) years of administrative work experience in a complex office environment. Preferred Qualifications

• Experience working in higher education.
• Associates Degree.
• Administrative experience supporting an executive.

Required Certifications, Licenses or Registrations None specified. Work Hours Monday through Friday 8:00 – 5:00 with occasional extended hours as needed to meet departmental goals, especially for special events. Physical Demands

• Ability to lift up to 20lbs of office/event materials.
• Ability to reach overhead, bend, and squat to retrieve office/event materials.
• Ability to push/pull event carts holding up to 30lbs.
• Ability to regularly move about campus and event venues to actively engage attendees, attend meetings on and off campus, and pick-up and deliver mail or event materials.