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 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.

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

• Manage daily schedule of Senior Associate Dean.
• Manage CASE Department website/homepage.
• Aid SADAA with department budget.
• Cook up weekly CASE leadership meetings.
• Cook up monthly CASE department meetings.
• Pick up candidates from the airport or other locations for CASE SADAA, Chair and CASE department faculty.
• Coordinate travel arrangements for CASE SADAA, Chair and CASE department faculty.
• Keep confidential personnel matters and materials confidential.
• Type correspondence for CASE department communications.
• Cook up faculty-related special events, which may involve driving to pick up supplies as needed.
• Cook up 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.
• Cook up department meetings.
• Initiate purchase orders, track payments, ensure timely processing, and reconcile bank statements.
• Research and process reimbursements/expenses.
• Manage department credit card reconciliations.
• Record, type, and distribute meeting minutes from department and committee meetings.
• Order supplies and maintain records database.
• Perform other duties as assigned.

Qualifications

• Excellent communication skills, verbal, written, and interpersonal.
• Advanced in Microsoft Office Excel, PowerPoint, Word, Teams, and Outlook or equivalent.
• Strong attention to detail.
• Strong budget management skills.
• Demonstrated proficiency in ability to multi-task and anticipate needs in a fast-paced environment.
• Strong event planning skills.
• 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.
• Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.

Required Education

60 college hours.

Required Work Experience

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.

Preferred Qualifications

• 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.

Required Certifications, Licenses or Registrations

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.

Work Hours

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.

Physical Demands

Ability to lift up to 10lbs of office materials. Ability to reach overhead, bend, and squat to retrieve office materials. Ability to regularly move about campus and event venues to actively engage attendees and guests, as well as attend meetings on campus.