Administrative Assistant

CHESS; Espanola (NM); On-site; USD 38,000 - 45,000; Full time

Job summary

CHESS is seeking an Administrative Assistant in Espanola, NM to support the Department of Teacher Education. You will perform clerical duties, manage schedules, handle correspondence, and assist with accreditation and program approvals.

The role reports to the Department Chair and requires strong MS Office skills, multitasking, and excellent communication with faculty, staff, students, and the public.

Qualifications

• High school diploma or GED required.
• Three years of general clerical secretarial experience.
• Proficient in MS Office Suite.

Responsibilities

• Provide administrative support to the Department of Teacher Education.
• Manage calendars and coordinate travel and meetings.
• Greet visitors, answer phones, and relay messages to appropriate staff.
• Assist with budget tracking, purchasing, and invoicing processes.
• Prepare student files and retention materials.
• Support accreditation and program approval activities.
• Maintain confidentiality of records per FERPA and HIPAA rules.

Skills

Customer service

Communication

Multitasking

Education

High school diploma or GED

AA degree

Tools

MS Office Suite

Adobe Acrobat

Access

Excel

Word

Job description

Compensation:

$18.62/hour

CompensationType:

Non-Exempt

Employment Type:

Regular

Scheduled Weekly Hours:

40

Grade:

NE05

Department:

Administrative Operations

Position Summary

The Administrative Assistant assists faculty, staff, and students in the Department of Teacher Education with clerical and administrative duties in order to effectively deliver the academic programs to students, and support accreditation and program approval efforts. This position reports to the Department Chair.

Duties & Responsibilities

• Demonstrate dedication to job performance and complete tasks as assigned.
• Adhere to work schedule.
• Maintain clear and concise communication with internal and external stakeholders.
• Provide administrative assistance for the delivery of all Teacher Education programs: Associate, Bachelor’s, and Alternative Licensure Certificate.
• Provide administrative assistance to the Chair, the faculty, adjunct faculty, and staff.
• Provide initial contact between the department and customers (students, faculty, staff, and general public) by answering phones, answering questions, taking messages, greeting visitors, and distributing general information regarding programs and courses. Screen and prioritize calls when necessary. Relay messages to appropriate persons.
• Manage calendars and make travel and meeting arrangements.
• Operate office machines as needed in order to perform duties, including personal computer, printer, copier, fax machine, binding machine, and calculator.
• Assist with inventory of department supplies and equipment, prepare purchase requests for supplies, and prepare forms necessary for departmental administrative support.
• Assist in monitoring departmental budget(s) through knowledge of ordering system, tracking purchase requisitions, purchase orders, shipping documents, invoices, bookstore purchases, storeroom requisitions, and other financial documents approved by supervisor.
• Assume primary responsibilities for pick-up and distribution of mail.
• Prepare student application packets and distribute them to prospective students.
• Assist with the coordination of education student orientations.
• Assist and provide support to the Chair with correspondence, reports, proposals, and manuscripts.
• Assist with annual reports for regulatory and accrediting bodies.
• Set up and maintain all student files.
• Maintain confidentiality of information in compliance with federal HIPAA rules, as well as student records in compliance with FERPA.
• Coordinate entrance and exit interviews and events with faculty and staff.
• Prepare contracts for the Department of Teacher Education.
• Maintain minutes and files for Faculty meetings, Curriculum meetings, Committee meetings, and Community Advisory Board Meetings.
• Prepare letters of appointment, assist faculty with book adoptions, and enter program schedules each semester.
• Assist students with registration activities.
• Assist adjunct faculty with instructional-related tasks as needed.
• Help oversee work-study students.
• Contribute to the overall success of the college by performing all other duties as assigned.

MINIMUM JOB REQUIREMENTS:

• High school or GED diploma.
• Three years of general clerical secretarial experience.
• Proficient in MS Office Suite.

PREFERRED QUALIFICATIONS:

• AA degree.
• Experience as an Administrative Assistant.

KNOWLEDGE, SKILLS, and ABILITIES:

• Ability to provide exceptional customer service;
• Knowledge of supplies, equipment, and/or services ordering;
• Ability to create, compose, and edit written materials;
• Skill in the use of operating office equipment;
• Ability to understand and follow specific instructions and procedures;
• Records maintenance skills;
• Ability to maintain confidentiality of records and information;
• Computer proficiency in MS Windows and MS Office including Access, Excel, Word and Adobe Acrobat preferred.
• Ability to communicate effectively both orally and in writing. Bilingual preferred.
• Excellent interpersonal communication skills and the ability to work well with all levels of management, students, faculty, and staff, as well as outside clients and vendors.
• Sensitivity to confidential matters is required.
• Ability to coordinate office activities and to multi-task effectively.

PHYSICAL DEMANDS:

• Limited physical effort required;
• Occasional prolonged standing is required;
• Occasional lifting up to 25 pounds;
• No or very limited exposure to physical risk.

WORK ENVIRONMENT:

Work is normally performed in a typical interior/office work environment.

Best Consideration Date: September 4, 2026

EEO STATEMENT:

NNMC is an equal opportunity employer.