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Administrative Assistant (Temporary)

University of the Incarnate Word • San Antonio, TX

Not Applicable Posted March 30, 2026 Job link

Thinking about this job

Responsibilities

Commitments

Responsibilities

Serve as the point of contact between the dean, internal and external customers.
Type reports, memos, letters and other documents for the dean.
Answer telephone and direct callers.
Record, type and distribute meeting minutes.
Greet visitors and determine whether they should be given access to specific individuals.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Perform general office duties such as ordering supplies and maintaining records management database systems.
File and retrieve documents, records and reports.
Open, sort and distribute incoming correspondence, including faxes and emails.
Maintain the dean’s calendar and scheduled appointments.
Assist in preparation and adherence to the dean’s budget.
Coordinate special events for the Dean’s suite.
Act as a coordinator with administrative assistants for the school.
Keep and maintain accurate information on accreditation documents including awareness and tracking of reporting deadlines and requirements.
Maintain faculty, staff, and administration files for the school.
Provide support to the faculty, staff, and administration of the school.
Work independently and within a team on special nonrecurring and ongoing projects and events.
Order office supplies and research new suppliers and discounts.
Schedule conference rooms.
Perform other duties as assigned.

Commitments

This is a temporary full-time position expected to last from late March 2026 to July 2026. This position is not benefits eligible. Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA . None Typical Monday through Friday 8:00am to 5:00pm with occasional extended hours/weekends to meet departmental needs. Ability to lift up to 15lbs of office/event/materials, to include the ability to reach overhead, bend, and squat to retrieve said supplies. Ability to push/pull event carts holding up to 40lbs. 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 campus. Posting Number AS2229PO Number of Vacancies 1 Job Type Full Time Job Category Staff (non-exempt) Desired Start Date 03/23/2026 Position End Date (if temporary) 07/15/2026 Reports to Dean for the School of Rehabilitation Sciences Open Date 03/13/2026 Close Date Open Until Filled Yes Special Instructions to Applicant This is a temporary full-time position expected to last from late March 2026 to July 2026. 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.

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Requirements

Strong skills using Microsoft Office Word, Excel, Outlook, PowerPoint and Teams.
Strong proficiency in office management principles, methods, and procedures to complete work assignments.
Strong proficiency in organization, personnel, and fiscal management to complete daily work assignments.
Proficiency in sorting/filing techniques and record retention policies and schedules to maintain accurate records.
Ability to remain professional demeanor when dealing with internal and external customers.
Ability to manage and prioritize multiple assignments.
Ability to maintain accuracy and attention to detail.
Ability to work independently and carry out a variety of critical and time sensitive projects without detailed instructions.
Ability to maintain confidential information.
Strong proficiency in proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.
Excellent written and verbal communication.
Ability to work effectively with individuals from diverse backgrounds and cultures.
Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA .
Two (2) years experience providing administrative support to a program, department, school, or unit.
Ability to communicate effectively in the Spanish language.
Experience in a higher education administrative setting.
Experience in supporting a higher level executive.
None
Typical Monday through Friday 8:00am to 5:00pm with occasional extended hours/weekends to meet departmental needs.
Ability to lift up to 15lbs of office/event/materials, to include the ability to reach overhead, bend, and squat to retrieve said supplies.
Ability to push/pull event carts holding up to 40lbs.
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 campus.

Preferred Skills

Ability to communicate effectively in the Spanish language.
Experience in a higher education administrative setting.
Bachelor’s degree.
Experience in supporting a higher level executive.

Education

(Not required) – Required Education
(Not required) – High School Diploma or GED equivalent.
(Not required) – Two (2) years experience providing administrative support to a program, department, school, or unit.
(Not required) – Experience in a higher education administrative setting.
(Not required) – Bachelor’s degree.
(Not required) – None

Position Details
Position Information
Position Title Administrative Assistant (Temporary)
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 provides high-level administrative support to the Dean, School of Rehabilitation Sciences. This is a temporary full-time position expected to last from late March 2026 to July 2026. The Administrative Assistant reports to the Dean, School of Rehabilitation Sciences.
Benefits
This position is not benefits eligible.
Job Duties
Job Duty Name Essential Duties
Description Of Job Duties

Serve as the point of contact between the dean, internal and external customers.
Type reports, memos, letters and other documents for the dean.
Answer telephone and direct callers.
Record, type and distribute meeting minutes.
Greet visitors and determine whether they should be given access to specific individuals.
Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
Perform general office duties such as ordering supplies and maintaining records management database systems.
File and retrieve documents, records and reports.
Open, sort and distribute incoming correspondence, including faxes and emails.
Maintain the dean’s calendar and scheduled appointments.
Assist in preparation and adherence to the dean’s budget.
Coordinate special events for the Dean’s suite.
Act as a coordinator with administrative assistants for the school.
Keep and maintain accurate information on accreditation documents including awareness and tracking of reporting deadlines and requirements.
Maintain faculty, staff, and administration files for the school.
Provide support to the faculty, staff, and administration of the school.
Work independently and within a team on special nonrecurring and ongoing projects and events.
Order office supplies and research new suppliers and discounts.
Schedule conference rooms.
Perform other duties as assigned.
Qualifications
Knowledge Skills and Abilities

Strong skills using Microsoft Office Word, Excel, Outlook, PowerPoint and Teams.
Strong proficiency in office management principles, methods, and procedures to complete work assignments.
Strong proficiency in organization, personnel, and fiscal management to complete daily work assignments.
Proficiency in sorting/filing techniques and record retention policies and schedules to maintain accurate records.
Ability to remain professional demeanor when dealing with internal and external customers.
Ability to manage and prioritize multiple assignments.
Ability to maintain accuracy and attention to detail.
Ability to work independently and carry out a variety of critical and time sensitive projects without detailed instructions.
Ability to maintain confidential information.
Strong proficiency in proper spelling, grammar, punctuation, and sentence structure to ensure that written materials prepared and reviewed are complete, concise, and error-free.
Excellent written and verbal communication.
Ability to work effectively with individuals from diverse backgrounds 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
Two (2) years experience providing administrative support to a program, department, school, or unit.
Preferred Qualifications

Ability to communicate effectively in the Spanish language.
Experience in a higher education administrative setting.
Bachelor’s degree.
Experience in supporting a higher level executive.
Required Certifications, Licenses Or Registrations
None
Work Hours
Typical Monday through Friday 8:00am to 5:00pm with occasional extended hours/weekends to meet departmental needs.
Physical Demands

Ability to lift up to 15lbs of office/event/materials, to include the ability to reach overhead, bend, and squat to retrieve said supplies.
Ability to push/pull event carts holding up to 40lbs.
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 campus.
Posting Details
Posting Details
Posting Number AS2229PO
Number of Vacancies 1
Job Type Full Time
Job Category Staff (non-exempt)
Desired Start Date 03/23/2026
Position End Date (if temporary) 07/15/2026
Reports to Dean for the School of Rehabilitation Sciences
Salary $18.00 - $20.00 per hour
Open Date 03/13/2026
Close Date
Open Until Filled Yes
Special Instructions to Applicant
This is a temporary full-time position expected to last from late March 2026 to July 2026.
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.