Administrative Assistant

Position Administrative Assistant Full Time/Part Time Full Time Job Type Regular Position Summary The Administrative Assistant facilitates and administers the day-to day operations of the department or of a multi-faceted, self-contained operating unit/department. Develops and manages projects to help achieve the mission and goals of the department. Serves as the primary point of contact for internal and external constituencies. Leads and guides administrative support staff, may independently administer a defined program initiative or service operation for the unit. Oversees the planning of meetings and events This position is represented by a labor union and is subject to the terms and conditions of the Collective Bargaining Agreement upon completion of probationary period. Duties and Responsibilities Oversees and administers the day-to-day operations of the office; develops policies, procedures, and systems which ensure productive and efficient office operation; Provides and/or oversees support activities for the unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, reviewing and controlling incoming and outgoing correspondence, and following-up on operational commitments; Organizes and facilitates meetings and special events, schedules and coordinates dates and times, venues, attendance, agendas, and facilities, takes minutes, and provides administrative support and follow-up on matters arising from meetings; 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; may assist with fiscal planning, including participating in seeking alternate sources of funding; 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 department; Serves as a primary point of contact between the office and internal/external constituencies; provides information and performs problem solving on a range of issues; Establishes, updates, and maintains unit's files, inventories, and records; implements and maintains data management systems as required; Provides administrative assistance with student, faculty and/or staff searches, as appropriate, to include initiating posting job descriptions, logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation; May supervise and train student employees, volunteers, and/or interns, as appropriate; Maintain regular attendance; Performs miscellaneous job-related duties as assigned. Minimum Job Requirements High School Diploma or GED; at least 2 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. Special Conditions for Eligibility Must be willing to work weekends, evenings, and odd hours as required. Must be willing to work flexible schedules as needed. 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 Ability to gather data, compile information, and prepare reports; Ability to coordinate and organize meetings and/or special events; Skill in organizing resources and establishing priorities; Knowledge of general accounting principles; Ability to communicate effectively, both orally and in writing; Ability to analyze and solve problems; Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community; Records maintenance skills; Database management skills; Knowledge of office management principles and procedures; 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, techniques, issues, and approaches in area of expertise; Ability to lead and train staff and/or students. 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 $16.54 Hr. Work Location/Campus Center Las Vegas, NM 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 AS877P Open Date 07/11/2024 Close Date Open Until Filled 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/9149