Administrative Assistant to CFO & VP for Administrative Services
Full Time
San Antonio, TX 78209
Posted
Job description
Position Information
Position Title
Administrative Assistant to CFO & VP for Administrative Services
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 CFO & VP for Administrative Services is responsible for providing executive level administrative support and serving as the liaison between the VP of Administrative Services and the campus community. This position reports directly to the Chief Financial Officer and Vice President for Administrative Services.
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.
Job Duties
Job Duty Name
Essential Duties
Description of Job Duties
- Maintains VP’s appointment schedule to include scheduling meetings, conferences, and travel; regularly exercises initiative and independent judgment in managing the executive’s schedule and the office’s daily activities.
- Serves as liaison between Office of VP and others which involves considerable interaction and communication with the President’s office, members of the Board of Trustees, major benefactors, senior administrators, executives, community leaders, students and parents.
- Maintains communication flow between the VP and the Administrative Services leadership team.
- Serves as first point-of-contact for the office, welcoming guests and customers both in person and on the phone; responds to questions using appropriate discretion in dissemination of information to faculty, students, and staff; directs customers to appropriate offices and/or resources as appropriate.
- Manages administrative and business tasks for the office to include preparing correspondence, reading/routing incoming mail, and taking notes upon request of VP.
- Compiles and prepares statistical reports, conducting research as appropriate.
- Maintains and tracks VP budget; assists in budget preparation.
- Prepares PowerPoint and other presentation materials regularly throughout the academic year.
- Coordinates and arranges meetings, prepares agendas, reserves and prepares meeting room, and records & transcribes minutes of meetings.
- Develops and maintains physical and electronic files to ensure accurate and complete historical reference.
- Manages and executes special projects independently, as assigned.
- Manages confidential personnel matters and materials for the VP.
- Coordinates preparations for and manages a variety of annual events.
- Orders and maintains office supplies; arranges for maintenance of equipment and office as appropriate.
- Provides administrative support for Board of Trustee Finance Committee meetings.
- Organizes and prepares Finance Committee materials prior to meetings and takes detailed notes during the meetings.
- Performs other duties as assigned.
Qualifications
Knowledge Skills and Abilities
- Significant knowledge/understanding of supporting executive leadership; ability to maintain strict confidentiality.
- Ability to maintain a professional and friendly demeanor in a fast-paced environment, as well as easily handle multiple simultaneous requests.
- Ability to work respectfully and collaboratively with the Office of the President and University constituents.
- Precise command of grammar, punctuation, spelling, and correct usage of the English language to communicate professionally and effectively, both verbally and in writing.
- Strong organizational skills and attention to detail; ability to think critically and exercise mature judgment, as well as follow complex instructions.
- Excellent computer skills with working knowledge of applications and systems to include: Microsoft Word, Excel, Outlook and PowerPoint, database applications, document management, and digital imaging.
- Intrinsically motivated to take initiative with the ability to work independently with minimal supervision.
- Excellent project planning and management expertise.
- Rudimentary understanding of expense reports, budgets, profit & loss statements, and financial forecasts.
- 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
Five (5) years of administrative experience in a complex office environment supporting senior or executive management.
Preferred Qualifications
- Bachelor’s Degree
- Experience in higher education.
- Bilingual, Spanish with verbal and written skills.
Required Certifications, Licenses or Registrations
N/A.
Work Hours
Monday through Friday 8am to 5pm with extended hours as needed to meet departmental needs.
Occasionally travels to optometry clinics throughout the local area.
Physical Demands
None specified.
Posting Details
Posting Details
Posting Number
AS1539PO
Number of Vacancies
1
Job Type
Full Time
Job Category
Staff (non-exempt)
Desired Start Date
10/03/2022
Position End Date (if temporary)
Reports to
CFO & VP for Administrative Services
Salary
$45,000+ Annualized
Open Date
09/08/2022
Close Date
Open Until Filled
Yes
Special Instructions to Applicant
Rate of finalist will be commensurate with experience in supporting an executive in a complex office, as well as education.
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).
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