Administrative Assistant-Pharmacy (Internal)

University Of The, Inc.arnate Word; San Antonio (TX); On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Tuition benefits (UIW tuition waivers)

Life/AD&D and disability coverage

Wellness programs and employee perks

Job summary

University of the Incarnate Word (UIW) is seeking an Administrative Assistant-Pharmacy (Internal) to support the Pharmacy Practice and Experiential Education Programs. This role regularly handles documentation from students to ensure rotation compliance and reports to the Assistant Dean and Department Chair.

The position requires strong communication, Microsoft Office proficiency, and the ability to work with diverse teams.

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 (i.e., CORE ELMS, CastleBranch, Certiphi, TSBP, Alumni, Affiliation Agreements), to include providing information and communication, and report generation (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 (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 skills

Microsoft Office proficiency

Task prioritization

Independent work

Diversity collaboration

Education

High school diploma or GED

Tools

Microsoft Excel

Microsoft Word

Outlook

PowerPoint

Job description

Administrative Assistant-Pharmacy (Internal)

This is an internal posting and only existing employees of UIW are eligible to apply.

Position Information

Position Title

Position Title Administrative Assistant-Pharmacy (Internal)

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.

This is an internal posting and only existing employees of UIW are eligible to apply.

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

Description of 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.

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 .

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.

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 .

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 AS2293PO

Number of Vacancies 1

Job Type Full Time

Job Category Staff (non-exempt)

Desired Start Date 09/01/2026

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

Salary Commensurate with experience.

Open Date 07/28/2026

Open Until Filled Yes

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).

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)

• Yes
• No
• * 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