FIND_THE_RIGHTJOB.
Administrative Assistant to the VP-pending PRC apprvl
JOB_REQUIREMENTS
Hires in
Not specified
Employment Type
Not specified
Company Location
Not specified
Salary
Not specified
Position Information
Position Title
Administrative Assistant to the VP-pending PRC apprvl
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 for Finance and Administration is responsible for providing high-level administrative support to facilitate the leadership role of the VP, 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 webpage for 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.
Posting Details
Posting Details
Posting Number
AS2195PO
Number of Vacancies
1
Job Type
Full Time
Job Category
Staff (non-exempt)
Desired Start Date
01/06/2026
Position End Date (if temporary)
Reports to
CFO and VP of Business and Finance
Salary
$50,000-$52,000 Annualized
Open Date
11/19/2025
Close Date
Open Until Filled
Yes
Special Instructions to Applicant
N/A.
EOE
UIW is committed to a policy of equal opportunity in employment, without regard to race, color, sex, sexual orientation, citizenship status, national origin, age, marital status, disability, genetic information, gender identity or expression, veteran status, pregnancy, and religion (except in limited circumstances when religious preference is both permitted by law and deemed appropriate as a matter of University policy).
Title IX
This position is considered a “Responsible Employee” under Title IX federal regulations and “Mandatory Reporter” under Texas state law and the UIW Sexual Misconduct Policy. As a Mandatory Reporter, this position requires you as the employee to promptly report any incident that you witness or receive information about Title IX violations. These reporting responsibilities are set out in the UIW Sexual Misconduct Policy.
Similar jobs
No similar jobs found
© 2025 Qureos. All rights reserved.