Administrative Assistant for Student Affairs

Position Details

Position Information

Position Title Administrative Assistant for Student Affairs 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 for Student Affairs is responsible for providing administrative support for the Assistant Dean for Student Affairs in the Rosenberg School of Optometry (UIWRSO). The Administrative Assistant for Student Affairs reports to the Assistant Dean for Student Affairs.

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 Student Affairs Support Description of Job Duties

• Provides office support for the RSO Student Affairs, leadership and staff, to include distributing mail and making copies.
• Tracks current student employees. Ensure student paperwork is updated each term students meet minimum qualifications for student employment at RSO. Ensure students submit timesheets and work with faculty supervisors to approve timesheets.
• Meets and greets guests, faculty, staff and students both in person and on the phone.
• Maintains calendars, to include scheduling and maintaining room reservations for the department.
• Sets up meetings, assists with meetings, provides meeting minutes, and assists with special events.
• Maintains confidential student records.
• Prepares letters, memos, and other correspondence.
• Processes purchase orders and check requests for the department.
• Assists with managing the Student Affairs budget.
• Schedules travel for Assistant Dean for Student Affairs staff to include reconcile travel expenses.
• Maintains office supply inventory and orders supplies.
• Maintains website for all departments within the school.
• Performs all other duties as assigned.

Job Duty Name Student Organizations Support Description of Job Duties

• Provides support to student organization leaders and members (e.g. training, event planning, budget matters, etc.).
• Provides training to student leaders regarding organization policies.
• Assists, administers, and manages the Student Organization Handbook; updates as needed and publishes annually.
• Oversees and manages the Cashnet program for student organizations and sales transactions in the Student Affairs Office.
• Oversees and manages the ENGAGE platform (student activities/ communications database) to include maintenance and training.
• Oversees and manages messaging disseminated on the Student Affairs and UIW digital message boards.

Job Duty Name Student Services & Special Events Support Description of Job Duties

• Provides general information on student organizations, health services, career resources, counseling, etc.
• Assists the Faculty Scholarship Committee with the dissemination of information regarding scholarship availability.
• Provides leadership in planning or support of UIWRSO special events (e.g., Welcome Back, Eyeball, Grad Finale, Awards, Commencement, etc.).
• Maintains a database of events, processes, and outcomes.
• Develops tools to evaluate the effectiveness of programming and events.
• Assists in coordinating the Big Sib/Lil Sib Mentoring program.
• Represents RSO on UIW Special Committees (e.g., MLK, Black History Month, Hispanic Heritage, Month, Women's History month, etc.).
• Coordinates the planning of events and programs with other Student Affairs Staff.

Qualifications

Knowledge Skills and Abilities

• Proficiency in MS Office to include Outlook, Word, Excel, etc.
• Excellent verbal, written, and interpersonal communication skills.
• Excellent organizational skills with the ability to follow-through and assess priorities.
• Ability to effectively assist in the planning and execution of events.
• Strong ability to multi-task.
• Proficiency to take initiative, self-motivator.
• Good problem-solving skills.
• Ability to be flexible and innovative.
• Ability to effectively work independently and in a team environment.
• Strong ability to maintain confidential environment.
• 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 GED equivalent.

Required Work Experience

Three (3) years of administrative support experience in a complex office setting. Note that additional education in lieu of experience will be considered on a year for year basis.

Preferred Qualifications

• Bachelor's Degree.
• Experience in a higher education setting.
• Bilingual skills in Spanish language.
• Experience in database entry and management; preferably Banner.

Required Certifications, Licenses or Registrations

N/A.

Work Hours

Monday through Friday 8am to 5pm with extended hours as needed, especially in the planning and execution of events, to meet departmental goals.

Physical Demands

• Ability to lift up to 20lbs for table set-up/tear-down at events.
• Ability to reach overhead, bend, squat to retrieve office and 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.

Posting Details

Posting Details

Posting Number AS2296PO Number of Vacancies 1 Job Type Full Time Job Category Staff (non-exempt) Desired Start Date 10/01/2026 Position End Date (if temporary) Reports to Assistant Dean for Student Affairs Salary $41,500 Annualized Open Date 08/05/2026 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.

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Other Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• UIW Website

• HigherEdJobs.com

• Indeed

• LinkedIn

• WorkplaceDiversity.com

• HispanicDiversity.com

• BlackJobCenter.com

• WomensJobCenter.com

• VeteransConnect.com

• Personal Referral

• Employee Referral

• Other

• If you selected other, please tell us where?

(Open Ended Question)

• • This position requires a High school education or GED equivalent AND three years of administrative experience in a complex office setting. Note that additional education will be considered in lieu of required experience. Do you have at least one of the following?

• No

• Yes, Bachelor's Degree

• Yes, 90 college hours

• Yes, 60 college hours + 1 year of required experience

• Yes, 30 college hours + 2 years required experience

• Yes, 3 years required experience

• • Describe your experience working with budgets and purchase orders.

(Open Ended Question)

• • Describe your experience assisting in the planning/execution of events.

(Open Ended Question)

• • List the Microsoft Office products with which you are experienced. Include your proficiency level in each and include special skills in each, where applicable. Examples of proficiency levels-None, Minimal, Limited, Proficient, Advanced, Expert. Examples of special skills: MS Outlook-mail merges; MS Excel-V-lookup & pivot tables.

(Open Ended Question)

• • Rank your proficiency in understanding and speaking Spanish.
• None
• Minimal
• Limited
• Proficient
• Advanced
• Expert