Administrative Coordinator-Unified In Wellness (Part Time)

Position Details

Position Information

Position Title Administrative Coordinator-Unified In Wellness (Part Time) 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 Coordinator-Unified In Wellness (PT) is responsible for providing administrative support for the Unified-In-Wellness program to ensure all daily procedures run smoothly. The Administrative Coordinator-Unified In Wellness (PT) reports to the Associate Provost for HP Initiatives and Partnerships.

Benefits

This position is not benefits eligible.

Job Duties

Job Duty Name Event Coordination and Outreach Description of Job Duties

• Assist in planning and executing Unified-In-Wellness events and initiatives, including publicity, logistics, venue booking, catering, on-site support, and attendee management.
• Coordinate and communicate with stakeholders regarding meetings and events.
• Maintain program online event calendaring site.
• Track, support, and coordinate Basic Needs, GivePulse, Health Hut, and Swipe Out Hunger events and initiatives.
• Coordinate event location, set-up and volunteers for events.
• Perform other duties as assigned.

Job Duty Name Health Profession Mission Trips Description of Job Duties

• Coordinate the planning, development, and implementation of Health Professions mission trips in alignment with the University of the Incarnate Word's mission, Catholic social teaching, and service‑learning objectives.
• Serve as a primary point of contact for faculty, students, partner organizations, and internal departments involved in domestic and international Health Professions mission trips.
• Facilitate and maintain institutional compliance related to mission travel, including required approvals, memoranda of understanding (MOUs), liability waivers, insurance documentation, licensure verification, and risk‑management requirements, in coordination with appropriate University offices.
• Support faculty and clinical supervisors in developing mission trip proposals, learning objectives, itineraries, budgets, and post‑trip reporting aligned with academic and accreditation standards.
• Coordinate student participation processes, including eligibility verification, orientation requirements, pre‑departure briefings, and post‑experience reflection or assessment activities.
• Oversee logistical arrangements for mission trips, including travel coordination, lodging, site visits, and communication with host organizations and clinical partners.
• Collaborate with Academic Affairs, Enrollment, Student Life, Advancement, and Health Professions leadership to ensure mission trips support student success, experiential learning, and community engagement goals.
• Assist with budget tracking and expense monitoring related to mission trip activities, ensuring appropriate use of restricted or designated funds and adherence to University financial procedures.
• Collect and maintain documentation and outcome data related to mission trip participation, impact, and student learning outcomes to support assessment, reporting, and future planning.
• Participate in post‑trip debriefings and evaluations to identify best practices, address challenges, and support continuous improvement of Health Professions mission experiences.

Job Duty Name Financial and Resource Management Description of Job Duties

• Maintain inventory of office/event supplies and materials.
• Prepare purchase requisitions and receive supply orders.
• Make travel arrangements for department members attending special events and/or conferences.
• Prepare and process financial forms.
• Assist with reconciling all pending budget transactions on a monthly basis.
• Reconcile monthly credit card statement.

Job Duty Name Administrative Support Description of Job Duties

• Maintain the Director of Unified In Wellness calendar of meetings and appointments; handle incoming phone calls/messages and other daily events.
• Prepare a variety of program documents and reports for Provost Office, including board reports.
• Prepare, type, and edit correspondence, presentation materials, announcements and mailings for the program.
• Participate in long-range planning to meet University objectives and develops strategies for future directions.
• Oversee the hiring and evaluation of student assistants, graduate assistants, and contract labor.

Qualifications

Knowledge Skills and Abilities

• Strong communication, collaboration, and influencing skills with the ability and personal style to inspire confidence and work successfully with multi-faceted audiences (academic leadership and faculty, accreditation subject matter experts, team members, etc.).
• Ability to thrive in a diversified work environment with varying levels of ambiguity.
• Possess working knowledge of administrative support concepts, practices and procedures with the ability to apply to varied situations as it pertains to the departmental focus.
• Possess strong organizational and time-management skills.
• Excellent interpersonal communication and presentation skills.
• Highly self-motivated and self-directed.
• Proficiency in MS Outlook, Word, Excel, PowerPoint, as well as Publisher and/or similar systems.
• Excellent judgment, problem solving, analytical abilities with high attention to detail, and the ability to prioritize and organize projects to meet deadlines.
• Demonstrated online and other research capabilities.
• 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

Associates Degree or 60 college hours from a U.S. accredited institution.

Required Work Experience

• Three (3) years of demonstrated experience administering departmental initiatives, including project management or project coordination, in a business, finance, or educational environment. Note that up to two (2) years of additional education will be considered for up to two (2) years of experience on a year-for-year basis.
• Two (2) years of demonstrated experience in event planning and execution.

Preferred Qualifications

Office 365 and TEAMS experience.

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

20 hours per week within the typical schedule of Monday through Friday, 8am-5pm. Extended hours as needed, especially in the planning and execution of events, to meet departmental goals.

Physical Demands

• Ability to actively engage in program events for extended periods of time. Ability to regularly move about campus and event venues to actively engage participants and their families, as well as respective school points of contact
• Ability to lift up to 20lbs for of event materials, as well as reach overhead, bend, and squat to retrieve event materials
• Ability to push/pull event carts holding up to 35lbs of event materials.

Posting Details

Posting Details

Posting Number AS2311PO Number of Vacancies 1 Job Type Part Time Job Category Staff (non-exempt) Desired Start Date 10/01/2026 Position End Date (if temporary) Reports to Associate Provost for Academic Innovation and Partnerships Salary $19.95 per hour Open Date 09/01/2026 Close Date Open Until Filled Yes Special Instructions to Applicant

N/A.

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.

Applicant Documents

Required Documents

• Resume
• Cover Letter/Letter of Application

Optional Documents

• Other Document

Supplemental Questions

Required fields are indicated with an asterisk (*).

• • How did you hear about this employment opportunity?

• UIW Website

• HigherEdJobs.com

• Indeed

• LinkedIn

• WorkplaceDiversity.com

• HispanicDiversity.com

• BlackJobCenter.com

• WomensJobCenter.com

• VeteransConnect.com

• Personal Referral

• Employee Referral

• Other

• If you selected other, please tell us where?

(Open Ended Question)

• • This position requires an Associates Degree or 60 college hours AND three years of demonstrated experience administering departmental initiatives, including project management or project coordination, in a business, finance, or educational environment. Note that up to two years of additional education will be considered for up to two years of experience on a year-for-year basis. Do you have at least one of the following?

• No

• Yes, Associates Degree/60 college hours +3 years required experience

• Yes, 90 college hours + 2 years required experience

• Yes, Bachelor's Degree + 1 year required experience

• • How many years of experience do you have in event planning and execution?

• Less than 2 years of experience

• 2 years of experience

• 3 years of experience

• 4 years of experience

• 5 or more years of experience

• • Describe the most complex event you have ever planned and/or executed.

(Open Ended Question)

• • List the Microsoft Office products with which you are experienced. Include your proficiency level in each and include special skills in each, where applicable. Examples of proficiency levels-None, Minimal, Limited, Proficient, Advanced, Expert. Examples of special skills: MS Outlook-mail merges; MS Excel-V-lookup & pivot tables.

(Open Ended Question)

• • Do you currently have a valid driver's license AND are you at least 21 years of age, as required to drive for UIW?
• No
• Yes, I have a valid driver license and I am at least 21 years old