Administrative Assistant

chess; Santa Fe (NM); On-site; USD 4,000 - 46,000; Full time

Job summary

Santa Fe Community College (SFCC) is seeking an Administrative Assistant to support Directors and academic programs, ensuring efficient operations, researching and responding to inquiries, adhering to program guidelines, and promoting continuous quality improvement. The role may supervise student workers.

This is a fixed-term on-site position in Santa Fe, NM, with typical 40-hour weeks and a schedule of 8:00 a.m. to 5:00 p.m., Monday through Friday.

Qualifications

• High school diploma or GED.
• Two (2) years of experience related to the major duties and responsibilities of this position.
• Associate’s degree; bilingual (English/Spanish); experience with Banner, LACES, Workday.

Responsibilities

• Analyzes and revises office data in SFCC database and systems for program tasks.
• Attends required trainings, engages in process improvements, and pursues quality improvements.
• Communicates with visitors, answers calls, researches inquiries, and coordinates vendor visits.
• Prepares drafts of correspondence and reports for internal/external communications.
• Supports departmental meetings with scheduling, minutes, travel, and materials.
• Reconciles procurement, tracks P-card spending, and monitors purchasing progress.
• Assists in tracking financials and deadlines for funding reporting.
• Ensures office equipment functions and supplies are stocked.

Skills

Modern office practices

Office software

Planning & scheduling

Decision making

Documentation & reporting

Communication skills

Customer service

Team collaboration

Discretion/confidentiality

Education

High school diploma or GED

Associate’s degree

Tools

Workday

Banner

LACES

Job description

Compensation

CS113
Minimum starting rate: $19.13
Final offer will be based on relevant experience, education, and other applicable factors.

Compensation Type

Hourly

Employment Type

Fixed Term (Fixed Term)

FLSA

Non-Exempt

Scheduled Weekly Hours

40

Position Summary

The Administrative Assistant supports the work of Directors and their academic programs to ensure efficient and effective operations. Coordinates with others to research and provide timely response to program inquiries, adhere to program guidelines, and foster continuous quality improvement. Administrative Assistant may supervise assigned student employees.

This is a Fixed-Term position, therefore continous employment is contingent upon further position funding and/or need.

Duties & Responsibilities

• Analyzes and revises office data in SFCC database, Workday, Banner, LACES, etc. for assigned program tasks and course offerings.
• Attends required professional development trainings, engages in process improvements, and enhances overall program effectiveness by actively seeking continuous quality improvement.
• Communicates effectively with others by greeting guests, answering telephone calls, researching inquires, responding timely to email, coordinating vendor visits for office supplies and equipment repair.
• Prepares drafts of various correspondence documents for internal and external communications to promote program updates and events, ad-hoc reports, and distribution of departmental news.
• Provides administrative assistance for departmental meetings including scheduling, minutes, travel, preparation of presentation and other special project materials.
• Reconciles procurement transactions, maintains file storage, tracks P-card spending, and monitors purchasing progression to completion.
• Assists in tracking of financials and deadlines for funding source reporting.
• Ensure all office equipment is functioning properly, and office supplies are adequately supplied.

Knowledge Skills, and Abilities

• Knowledge of modern office practices, procedures, and college policies.
• Knowledge of computers, office equipment, and job-related software applications, including word processing, spreadsheets, databases, and calendaring systems.
• Knowledge of planning, scheduling, and organizational techniques.
• Skill in decision-making, problem-solving, and prioritizing multiple tasks.
• Skill in maintaining files and records and preparing reports.
• Skill in oral and written communication and interpersonal relations.
• Ability to provide high-quality customer service.
• Ability to organize resources, establish priorities, and manage competing demands.
• Ability to work independently and collaboratively as part of a team.
• Ability to maintain confidentiality and exercise discretion in sensitive situations.

Minimum Qualifications

• High school diploma orGED
• Two (2) years of experience related to the major duties and responsibilties of this position.

Preferred Qualifications

• Associate’s degree
• Bilingual (English/Spanish)
• Experience working with a relational database, i.e. Banner, Laces, Workday.

Best Consideration Date: 08/07/26

Physical Demands

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee occasionally lifts light objects.
• The work is typically performed in an office.
• Occasional evening and weekend work required.

Schedule Designation

• Typically 8:00 a.m. - 5:00 p.m., Monday through Friday.
• This position will be required to work onsite in Santa Fe, NM.

Notice of Background Check and Education Verification

All offers for employment with Santa Fe Community College (SFCC) are contingent upon a successful completion of a criminal background check. Some positions may require additional educational verification for compliance with accreditation standards.

Additional Comments to Applicants

Applications are disqualified in the first level of review if they do not meet all Minimum Qualifications listed in this job posting. (Years of experience are calculated based upon numbers of hours worked per week. Example: 2 years of experience working 20 hours per week equals 1 year of experience.) Relevant experience pertains to Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities described in this job posting. ASSUMPTIONS ARE NOT MADE at any level of SFCC’s Hiring Process if information presented in the application material does not clearly address the Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities. Number of pages of application material will not negatively/positively affect your application, however, LACK OF DETAIL may.

EEO Statement

As an EEO employer, Santa Fe Community College will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Santa Fe Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.

ADA Statement

The SFCC is an EOE and Affimative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), SFCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

SFCC Recruiting Statement

Santa Fe Community College is a Hispanic-serving institution, which neighbors the eight northern Indian pueblos in Northern New Mexico. We are committed to attracting and retaining highly qualified and diverse faculty and staff. SFCC strives to make our campus a place where all individuals feel welcome, nurtured, and valued. At the heart of SFCC’s mission – Empower Students, Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad – is a commitment that higher education and opportunity should be open to everyone. SFCC fosters a welcoming environment and a climate of inclusivity for students, faculty, and staff. Join the SFCC team in working to empower students and strengthen community!