Senior Administrative Assistant

Position Details Position Information Position Senior Administrative Assistant Full Time/Part Time Full Time Job Type Regular Position Summary The incumbent for this position provides senior-level administrative and operational support to the Dean of the Facundo Valdez School of Social Work, the Albuquerque Center, and the School as-a-whole. This position serves as the first point of contact providing excellent customer service by demonstrating a commitment to the University core values of excellence, responsiveness, diversity, and accessibility. Under general supervision, the Senior Administrative Assistant coordinates, oversees, and/or performs a wide variety of senior-level administrative support tasks and activities for the Dean of the School of Social Work, the Albuquerque Center, and the School as-a-whole. The Administrative Assistant reports to the Dean of the School of Social Work. Duties and Responsibilities • Provides administrative support to the Dean of the School of Social Work. • Carries out and coordinates administrative activities associated with operations of office at the Albuquerque Center, and the School of Social Work. • Works closely with Administrative Assistants at the Albuquerque Center and throughout the School; provides guidance and support to administrative staff on School- and university-wide issues, practices and policies; • Works as a collaborative team member with ABQ Center staff, including Student Support Specialist, Assoc. Librarian, Field Education personnel, grant personnel; • Works closely with Metro Manager, especially related to ABQ Center staff scheduling, site-specific events, and matters related to facilities; • Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing (using Chrome River); may assist with fiscal planning, including participating in seeking alternate sources of funding; • Monitors and manages the Title IV-E budget and School budget (restricted and unrestricted funds) in coordination with the Dean, Business Office and ORSP; tracks and monitors expenditures, completes BARS, as needed; • Provides administrative assistance with student, faculty and/or staff searches, to include initiating the PeopleAdmin process to include posting job descriptions, logging employment applications; providing support to search chair/committee, coordinating interview logistics, and coordinating search documentation; • Monitors and assists with onboarding process for new hires, including new faculty, staff, and student workers (graduate assistants and work study students) at the ABQ Center, coordinating closely with HR; • Organizes, monitors, keeps-track-of, and prepares employee contracts for non-tenure track faculty, staff, and student workers at the ABQ Center; provides guidance to admin assistants at other locations on contract processes; works with HR and various university offices to ensure contracts have been received and are being processed; • Oversees and manages the administrative aspects of the course scheduling process, including tracking course schedule timeline/due dates, and coordinating with Program Coordinators and the Registrar's Office; submits course schedule to Registrar's office by due date; • Develops and manages a master calendar of due dates and timelines for reports, contracts, course schedule, and other documents/submissions with required deadlines; • Stays informed of changing policies and/or practices impacting administrative functions of the School of Social Work, relevant to student, staff and faculty matters; • Provides administrative support to the ABQ Center and the School of Social Work to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between faculty, staff, and students, and external constituencies on a range of day-to-day issues; • Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilitates; takes minutes, and provides administrative support and follow-up on matters arising from meetings; • Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate; • Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources; • Develops and manages projects to ensure efficient service and to achieve the mission and goals of the School; • Serves as a primary point of contact between the office of the Dean, the ABQ Center, the School of Social Work, and internal/external constituencies; provides information and performs problem solving on a range of issues; • May schedule and coordinate appointments and/or travel arrangements, and coordinates and oversees daily office activities; • Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office; • Leads and guides the work of other administrative assistants at the ABQ Center, throughout the School of Social Work and/or student employees, as appropriate; may participate in training and evaluative sessions; • Supervision of work-study students; • Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities; • Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, Campus Life initiatives, and workshops; • Performs miscellaneous job-related duties as assigned. Minimum Job Requirements • High School Diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified. • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis. Preferred Qualifications • Associate's Degree in any field. • Experience in Higher Education. • Experience working with Ellucian Banner. Special Conditions for Eligibility • Must be willing to work occasional overtime, weekends and holidays as required. New Mexico Highlands University has implemented a mandatory COVID-19 vaccine requirement for NMHU students and employees. For detailed information, visit Coronavirus (COVID-19) information - New Mexico Highlands University (nmhu.edu) Knowledge, Skills, and Abilities • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community; • Strong organizational skills as well as in attending to detail, meeting deadlines, and following timelines; • Leadership skills; ability to take the lead on tasks requiring the coordination of faculty and/or staff; • Knowledge of general accounting and budgeting principles; • Skills in prioritization of tasks and identifying and accessing resources; • Records maintenance skills; • Database management skills; • Ability to communicate effectively, both orally and in writing; • Ability to analyze and solve problems; • Knowledge of planning and scheduling techniques; • Knowledge of supplies, equipment, and/or services ordering and inventory control; • Demonstrated ability to maintain confidentiality; • Skills in the use of database management, word processing, spreadsheet, and/or presentation software; • Knowledge of current and emerging trends in technologies and techniques; • Ability to lead and train staff and/or students; • Word processing and/or data entry skills; • Ability to create, compose, and edit written materials; • Knowledge of office management principles and procedures; • Ability to coordinate and organize meetings and/or special events; • Knowledge of academic administrative principles and procedures. Physical Demands • Repetitive hand motion and prolonged use of computer; • Sitting for extended periods of time; • No or very limited physical effort required. Working Environment • Work is performed in a typical interior/office work environment; • Work with frequent interruptions; • No or very limited exposure to physical risk. Pay Rate $44,262.40 Work Location/Campus Center Albuquerque/SW Campus EEO Statement New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness. For disabled access or services call 505-454-3242 or email hrnmhu.edu Visit the link below for more information regarding affirmative action and equal opportunity: Equal Employment Opportunity is THE LAW Posting Detail Information Posting Number AS596P Open Date 07/26/2024 Close Date 09/06/2024 Open Until Filled Yes Special Instructions to Applicant A complete online application must include: 1) Letter of interest/cover letter; 2) Resume; 3) Three (3) professional references in online application, and; 4) copies of unofficial transcripts. Candidates who are invited for on-campus interviews will be required to submit official transcripts. References will be contacted in conjunction with on-campus interview. Upload required materials with online application. For disabled access or services, call (505) 454-3242 or contact Human Resources at hrnmhu.edu NMHU IS AN EQUAL OPPORTUNITY EMPLOYER Quick Link https://nmhu.peopleadmin.com/postings/7431