Academic Management Coordinator

Please see Special Instructions for more details.

N/A.

Position Information

Position Title

Position Title Academic Management Coordinator

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 Academic Management Coordinator is responsible for managing the day-to-day academic support functions for the University of Incarnate Word Rosenberg School of Optometry (UIWRSO). This position handles logistical tasks for academic affairs, supports academic events, and ensures smooth running of the academic program. The Academic Management Coordinator reports to the Dean, Rosenberg School of Optometry.

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

Description of Job Duties

• Prepare, coordinate, and manage accreditation documents for ACOE and SACS including providing direction to committees for submission of information; ensure completion per deadlines.
• Provide oversight with RSO room reservations; ensure there are no scheduling conflicts.
• Maintain daily communication with the Administrative Assistant to the Dean.
• Assist with onboarding new full time and part time faculty members.
• Provide faculty support to maintain instructional operations and academic quality.
• Provide support to the Associate Dean for Academic Affairs.
• Support the Administrative Assistant for Optometry Programs in efforts with Mission, Residency, Continuing Education, and Research.
• Prepare and manage faculty travel arrangements and reimbursements; ensure faculty leave forms are submitted in a timely manner.
• Assist with set up and break down of academic-related events.
• Record, type, and distribute information as needed.
• Order supplies as requested.
• Assist with scheduling, record keeping, and report generation as requested.
• Uphold strict confidentiality in all academic and personnel matters.
• Perform other duties as assigned.

Description of Job Duties

• Process requisitions for academics and academic affairs, serving as a point of contact for purchase orders for didactic, laboratory, and clinical purchases.
• Manage reconciliation of orders.
• Assist to ensure supplies are purchased within the allotted budget amounts.
• Assist with and coordinate Payroll Authorization Forms and Professional Services Agreements.
• Communicate and provide direction to departments and clinics for the Dean’s final approval of the budget.

Description of Job Duties

• Serve as the centralized coordinator of all events for RSO.
• Coordinate special events for the school, Dean’s office, and as requested.
• Coordinate with Student Affairs, Academic Affairs, and Clinical Affairs event activities.
• Oversee adherence to university policies and procedures for all events.
• May travel to secure event supplies.
• Ensure project outcomes are successful.

Knowledge

Skills and Abilities

• Strong ability to maintain confidential information.
• Proficiency in MS Outlook, Word, Excel, or similar systems.
• Ability to maintain professionalism in all areas in a dynamic high activity environment.
• Proficiency in preparing and executing purchasing and reconciliation transactions.
• Strong…