Administrative Assistant

PeopleAdmin, Inc.; Rio Rancho (NM); On-site; USD 22,000 - 25,000; Full time

Job summary

New Mexico Highlands University seeks an Administrative Assistant to support the School of Education offices, handling 50% of duties for Curriculum & Instruction, Special Education, and Educational Leadership and 50% for ATCP program activities. The role includes coordination of calendars, travel, documentation, and administrative support across units.

Responsibilities include preparing correspondence, organizing meetings, and assisting with fiscal administration.

Qualifications

• High School Diploma or GED; at least 2 years of related experience.
• Associate’s Degree (preferred) is a plus.
• Substitution of higher degrees for experience on a year-for-year basis may apply.

Responsibilities

• Oversees day-to-day operations of the office; develops policies and procedures for efficient operation.
• Provides and oversees support activities: calendars, travel, documentation, correspondence, and follow-up.
• Facilitates meetings and events; takes minutes and coordinates logistics.

Skills

Administrative support

Calendar management

Communication

Confidentiality

Data entry

Education

High School Diploma or GED

Associate’s Degree (preferred)

Tools

Database management

Word processing

Spreadsheet

Presentation software

Job description

Please see Special Instructions for more details.

Position

Position Administrative Assistant

Full Time/Part Time

Full Time/Part Time Full Time

Job Type

Job Type Regular

Position Summary

One half of this position (50%) will server School of Education Departments of Curriculum & Instruction, Special Education, and Educational Leadership and the other half of this position (50%) will serve School of Education’s Alternative Teacher Certificate Program ( ATCP ).

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.

Serves as the primary point of contact for NMHU’s Alternative Teacher Certificate Program ( ATCP ) Candidates; ensures all paperwork for each ATCP Candidate is complete; provides and/or oversees support activities for the ATCP Unit such as answering telephones, maintaining calendars, making travel arrangements, writing and preparing documentation and correspondence for the office, and reviewing and controlling incoming and outgoing correspondence; establishes, updates, and maintains unit’s files, inventories, and records and implements and maintains data management systems as required; 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, and monitors, reconciles, and assists with fiscal administration for the ATCP Program.

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;
• Periodically attends/supports activities outside of normal work hours;
• Monitors, reconciles, and assists with fiscal administration for the unit (using Chrome River), 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 as appropriate;
• Maintain regular attendance, and
• Performs other miscellaneous job-related duties as assigned.

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.

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 principles and procedures;
• Demonstrated ability to maintain confidentiality;
• Required to pass the NMHU FERPA (Family Educational Rights and Privacy Act) required test;
• 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, and
• Ability to lead and train staff and/or students.

Physical Demands

• Repetitive hand motions and prolonged use of computer.
• Sitting for extended periods of time, and
• No or very limited physical effort required.
• Work is performed in a typical interior/office work environment.
• Repetitive hand motions and prolonged use of computer.
• Must occasionally lift and/or move up to twenty (20) pounds.
• Kneel, bend, and stoop.

Pay Rate

Pay Rate $16.54 Hr.

Work Location/Campus Center

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 [e-mail]

Visit the link below for more information regarding affirmative action and equal opportunity:

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