Administrative Assistant for Student Affairs

Administrative Assistant for Student Affairs Please see Special Instructions for more details.

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Administrative Assistant for Student Affairs

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.

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.

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.

• 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.
• 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.

• 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.

• 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…