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University of the Incarnate Word · 2 hours ago

Administrative Assistant to the VP

San Antonio, TX

Full-time

Onsite

Mid, Senior Level

$50K/yr - $52K/yr

5+ years exp

University of the Incarnate Word is a Catholic institution that values diversity and mutual understanding. The Administrative Assistant to the VP provides high-level administrative support to the CFO and VP for Finance and Administration, managing schedules and daily activities while maintaining confidentiality and professionalism.

Higher Education

Culture & Values

Responsibilities

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

Qualification

Microsoft ExcelMicrosoft WordMicrosoft PowerPointMicrosoft OutlookProject planningCustomer serviceConfidentialityProblem solvingOrganization skillsTeam collaborationAttention to detailAdaptabilityInitiative

Required

High school diploma or its equivalent

Five (5) years of administrative work experience in a complex office environment

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