Administrative Assistant-Pharmacy

University Of The, Inc.arnate Word; San Antonio, Northern (TX, KY); Hybrid; USD 35,000 - 48,000; Full time

Job summary

University of the Incarnate Word seeks an Administrative Assistant for the Pharmacy Practice and Experiential Education Programs. The role supports faculty and staff, manages documentation for rotation compliance, and serves as the office technology go-to for Adobe, forms, surveys, and Canvas.

Responsibilities include database maintenance, event planning, travel coordination, and budget reconciliation. This position reports to the Assistant Dean and Department Chair, and requires strong

Qualifications

• Strong communication and customer service skills.
• Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint or equivalent.
• Able to prioritize tasks effectively.
• Ability to work independently.
• 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.

Responsibilities

• Serve as first point of contact for office, on phone and in-person, providing excellent customer service.
• Perform administrative support to include file creation and maintenance, scheduling appointments, maintaining calendars, and responding to program inquiries.
• Maintain Program databases (CORE ELMS , CastleBranch, Certiphi, TSBP , Alumni, Affiliation Agreements), to include providing information and communication, and report generation (i.e., attendance, requirement compliance).
• Serve as department technology go-to with respect to Adobe, forms, surveys, polls, reports, Teams, and Canvas.
• Assist with various curriculum-related tasks (i.e. CashNet, IPE events, preparation of course supplies).
• Plan and execute assigned special events (i.e., Advisory Committee meetings, forums, conferences, awards, visits).
• Coordinate departmental travel, financial reimbursements, and process payment requests.
• Maintain department budget and reconcile P-card statements.
• Acquire quotes and order supplies as necessary.
• Coordinate department meetings and prepare minutes for distribution.
• Plan and execute faculty candidate interviews.
• Facilitate onboarding of new faculty, residents, and adjunct faculty.
• Serve as liaison with other offices, departments, schools, and programs within the FSOP and UIW .
• Attend assigned meetings and provide corresponding support.
• Perform other duties as assigned.

Skills

Communication

Customer service

Computer skills

Microsoft Office

Prioritization

Independent work

Diversity & inclusion

Education

High school diploma or GED

Some college (preferred)

Job description

Please see Special Instructions for more details.

N/A.

Position Information

Position Title

Position Title Administrative Assistant-Pharmacy

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 is responsible for supporting the Pharmacy Practice and Experiential Education Programs Departments, both faculty and administrators. This position regularly works with securing appropriate documentation from students to ensure rotation compliance. The Administrative Assistant to Pharmacy Practice Dept. and Experiential Education Programs reports to the Assistant Dean, Department Chair of Pharmacy Practice and Professor.

Job Duties

• Serve as first point of contact for office, on phone and in-person, providing excellent customer service.
• Perform administrative support to include file creation and maintenance, scheduling appointments, maintaining calendars, and responding to program inquiries.
• Maintain Program databases (i.e., CORE ELMS , CastleBranch, Certiphi, TSBP , Alumni, Affiliation Agreements), to include providing information and communication, and report generation (i.e., attendance, requirement compliance).
• Serve as department technology go-to with respect to Adobe, forms, surveys, polls, reports, Teams, and Canvas.
• Assist with various curriculum-related tasks (i.e. CashNet, IPE events, preparation of course supplies).
• Plan and execute assigned special events (i.e., Advisory Committee meetings, forums, conferences, awards, visits).
• Coordinate departmental travel, financial reimbursements, and process payment requests.
• Maintain department budget and reconcile P-card statements.
• Acquire quotes and order supplies as necessary.
• Coordinate department meetings and prepare minutes for distribution.
• Plan and execute faculty candidate interviews.
• Facilitate onboarding of new faculty, residents, and adjunct faculty.
• Serve as liaison with other offices, departments, schools, and programs within the FSOP and UIW .
• Attend assigned meetings and provide corresponding support.
• Perform other duties as assigned.

Qualifications

Knowledge Skills and Abilities

• Strong communication and customer service skills.
• Strong computer skills with a willingness to learn new technology. Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint or equivalent.
• Able to prioritize tasks effectively.
• Ability to work independently.
• 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

Two (2) years of administrative or clerical experience in a complex environment.

Preferred Qualifications

• Some college.
• Experience supporting a pharmacy program. Familiarity with pharmacy education curriculum and accreditation requirements.
• Higher education experience, preferably within UIW .
• Special event coordination.

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, negotiable start and end time, with extended hours as needed to meet departmental goals.

Physical Demands

• Ability to lift up to 10lbs for table set-up/tear-down at events.
• Ability to lift up to 20lbs of office/marketing/event supplies.
• Ability to reach overhead, bend, squat to retrieve office/marketing/event materials.
• Ability to push/pull equipment/event carts/wagons 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 faculty/staff/donors/guests/(potential/current) students, as well as attend meetings on and off campus ceremonies.

Posting Number

Posting Number AS2293PO

Number of Vacancies

Number of Vacancies 1

Job Type

Job Type Full Time

Job Category

Job Category Staff (non-exempt)

Desired Start Date

Desired Start Date 09/16/2026

Reports to

Reports to Assistant Dean, Department Chair of Pharmacy Practice and Professor

Salary

Salary $41,500 Annualized

Open Date

Open Date 08/11/2026

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.

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)

• * What is your highest level of education achieved?
  • Less than High School Education or GED equivalent
  • High School Education or GED equivalent
  • Some college
  • Associate's Degree
  • Bachelor's Degree or above
• * How many years of experience do you have providing administrative or clerical support in a complex environment?
  • Less than 2 years
  • 2 years
  • 3 years
  • 4 years
  • 5 or more years
• * Describe your experience with updating/maintaining departmental databases.

  (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)

• * Describe your experience working with budgets and purchase orders.

  (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