Administrative Assistant (Laredo, Texas)

Position Details

Position Information

Position Title Administrative Assistant (Laredo, Texas)

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 supports the family medicine and internal medicine residency programs in Laredo, Texas. Position serves as a key point of contact for residents, faculty, and external stakeholders, contributing to the efficient operation of the respective programs. The Administrative Assistant works under the direction of the Program Manager for Internal Medicine in Laredo.

This is an in-person assignment located in Laredo, Texas.

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 Essential Duties

Description Of Job Duties

• Provide administrative support to the program to ensure efficient office operations including managing calendars, making travel arrangements, scheduling meetings, preparing agendas, and taking meeting minutes.
• Greet and assist visitors, manage phone calls, schedule appointments, manage incoming packages, distribute mail, and respond to emails and digital queries.
• Maintain physical and digital filing systems for resident records and compliance with accreditation standards, including the monitoring and submission of resident work hours.
• Support resident recruitment activities to include managing application materials, coordinating interview logistics, and handling room setup, cleanup, and catering.
• Support the onboarding process for new residents by ensuring receipt of all necessary documentation and training is completed.
• Assist with the planning and execution of special program events including resident orientation, white coat ceremony, and graduation ceremony.
• Collaborate with maintenance staff, IT support, and vendors to ensure facilities and equipment are in good condition and manage inventory of office supplies and educational materials.
• Manage financial transactions related to the program such as purchase orders, reimbursements, and expense reports.
• Conduct inquiries and compile information for reports or presentations.
• Assist with special projects and initiatives as assigned.
• Occasionally travel to offsite locations (i.e., offices, hospitals, etc.) for business purposes (i.e., attend meetings, conferences, workshops, seminars, etc.).
• Perform other duties as assigned.
  
  

Qualifications

Knowledge Skills and Abilities

• Excellent proficiency with Microsoft Word, Excel, and Outlook or equivalent.
• Excellent communication skills, verbal, written, and interpersonal.
• Strong problem-solving and analytical skills.
• Proficiency in event planning.
• Ability to effectively work independently and in a team environment.
• Excellent ability to effectively manage multiple priorities in a deadline-driven environment.
• High level of accuracy and thoroughness in managing records and processing information.
• Strong ability to maintain confidential information.
• 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 environment. Note that additional education in lieu of experience will be considered.

Preferred Qualifications

• College coursework in business administration, healthcare administration, or a related field.
• Experience in a healthcare or academic setting.
• Bilingual in Spanish.
  
  

Required Certifications, Licenses Or Registrations

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

Work Hours

Monday through Friday 8am to 5pm with earlier or extended hours as needed to meet departmental goals and of the learning community.

Physical Demands

• Ability to lift up to 15 lbs of office or event supplies.
• Ability to reach overhead, bend, squat to retrieve office/events materials.
• Ability to push/pull event carts holding up to 50 lbs.
• Ability to actively engage in events for extended periods of time.
• Ability to regularly move about campus and event venues to actively engage with others, as well as attend meetings on and off campus.
  
  

Posting Details

Posting Details

Posting Number AS2168PO

Number of Vacancies 1

Job Type Full Time

Job Category Staff (non-exempt)

Desired Start Date 09/01/2025

Position End Date (if temporary)

Reports to Brenda Trevino

Salary $36,000-$39,000 Annualized

Open Date 08/04/2025

Close Date

Open Until Filled Yes

Special Instructions to Applicant

This is an in-person assignment located in Laredo, Texas.

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.