Clinical & Applied Science Education; CASE Coordinator

Clinical & Applied Science Education (CASE) Coordinator Position Summary

The CASE Coordinator is responsible for administrative support to the Senior Associate Dean, Department Chairs of CASE and Faculty of UIWSOM. The CASE Coordinator will work directly with the Dean’s office regarding policies and procedures related to faculty and assists with notification and implementation of approved policies. The CASE Coordinator reports to the Senior Associate Dean of Academic Affairs (SADAA) at the School of Osteopathic Medicine (SOM).

The University of the Incarnate Word School of Osteopathic Medicine educates aspiring physicians to be justice-minded, global citizens using a community-based, distributed model of education, which fosters inclusion, discovery and innovation. The UIWSOM welcomes applications for the Clinical & Applied Science Education (CASE) Coordinator Position.

• Manage daily schedule of Senior Associate Dean.
• Manage CASE Department website/homepage.
• Assist SADAA with department budget.
• Coordinate weekly CASE leadership meetings.
• Coordinate monthly CASE department meetings.
• Coordinate faculty candidate recruitment and onboarding in conjunction with the Office of Faculty Affairs; this may require picking up candidates from the airport or other locations.
• Coordinate travel arrangements for CASE SADAA, Chair and CASE department faculty.
• Manage confidential personnel matters and materials.
• Maintain office supplies for CASE faculty.
• Compose and type correspondence for CASE department communications.
• Coordinate faculty-related special events, which will include driving to pick up supplies as needed.
• Coordinate with SADAA and CASE Department Chairs on special projects such as tracking scholarly activity, teaching hours, and leave requests in coordination with curriculum support.
• Track use of faculty professional development funds.
• Initiate purchase orders, track payments, ensure timely processing, and reconcile bank statements.
• Research and process reimbursements/expenses.
• Record, type, and distribute meeting minutes from department and committee meetings.
• Order supplies and maintain records database.
• Perform other duties as assigned.

• Excellent communication skills, verbal, written, and interpersonal.
• Advanced in Microsoft Office Excel, PowerPoint, Word, Teams, and Outlook or equivalent.
• Strong attention to detail.
• Demonstrated proficiency in ability to multi-task and anticipate needs in a fast-paced environment.
• Strong ability to keep appropriate information confidential.
• Demonstrated effective time management skills and ability to meet deadlines.
• Strong ability to work collaboratively in a complex setting, working as a team in cooperation with other administrative support staff.
• 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.

60 college hours.

Four (4) years of program/project management experience or administrative support experience in a complex office environment. Note that up to two (2) additional years of education will be considered for up to two (2) years of experience.

• Bachelor’s Degree.
• Five (5) years of administrative support experience in a university, health profession school, or academic setting.
• Experience supporting upper management positions in a higher education setting.
• Experience in accounting and budgeting.
• Experience coordinating travel, candidate interviews and onboarding.
• Experience with Banner software.
• Fluent in Spanish.

Must have a valid driver’s license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.

• Monday through Friday 7:30am to 4:30pm with occasional extended hours/weekends to meet departmental needs and/or needs of the learning community.
• May be required to drive to UIW offices and off-campus sites to attend meetings, conferences, workshops, seminars, etc.

• Ability to lift up to 10lbs of office…