Administrative Assistant 2- Executive Management

LCC Luna Community College; United States; On-site; USD 19,000 - 27,000; Full time

Job summary

Luna Community College is seeking an Administrative Assistant 2 to provide clerical support to the Office of the President and assist with Board of Trustees activities and public records requests. You will help with scheduling, correspondence, meeting materials, and recordkeeping to ensure smooth operation of the President's Office.

The role requires strong Microsoft Office skills, confidentiality, and the ability to coordinate with college leadership, Board members, and public stakeholders.

Qualifications

• Office administration principles and practices.
• Proficiency in Word, Excel, and Outlook; ability to learn Workday.
• Strong oral and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality and discretion.
• Knowledge of records management practices and filing systems.
• Ability to prioritize competing assignments, meet deadlines, and work with interruptions.
• Ability to work collaboratively with college leadership, employees, Board members, and the public.
• Strong organizational skills and attention to detail.

Responsibilities

• Supports scheduling, calendars, travel arrangements, correspondence, telephone calls, and daily office activities.
• Greets visitors, responds to inquiries, and directs requests to appropriate personnel.
• Prepares, formats, proofs, and distributes correspondence, meeting materials, reports, presentations.
• Assists with Board of Trustees meetings, packets, notices, agendas, and documentation.
• Maintains Board records, minutes, resolutions, and official correspondence.
• Supports IPRA requests, tracking, gathering documents, and coordinating with departments.
• Maintains confidential files, including contracts and MOUs.
• Assists with travel arrangements and reimbursement documentation.
• Supports purchasing and financial processes for the President's Office.
• Coordinates meetings, events, and activities involving the President's Office and college leadership.

Skills

Office admin

Word

Excel

Outlook

Workday

Communication

Confidentiality

Records management

Organization

Collaboration

Education

Associate degree

Job description

Compensation Starting at $16.42 depending on experience Compensation Type: Non-Exempt Employment Type: Regular Scheduled Weekly Hours: 40 Grade: NE04 Department: Administrative Operations

Position Summary POSITION OVERVIEW

The Administrative Assistant 2 provides administrative and clerical support to the Office of the President and assists the Executive Administrative Assistant in coordinating daily office operations, Board of Trustees activities, and public records requests. The position supports scheduling, communications, document preparation, recordkeeping, and other administrative functions to ensure efficient and professional operations of the President's Office. The position works under the day-to-day direction of the Executive Administrative Assistant.

Duties & Responsibilities ESSENTIAL JOB FUNCTIONS

• Provides administrative and clerical support to the Office of the President, including assisting with scheduling and calendars, travel arrangements, correspondence, telephone calls, and other daily office activities.
• Greets and assists visitors, responds to routine inquiries, and directs requests and communications to appropriate College personnel.
• Prepares, formats, proofreads, and distributes correspondence, meeting materials, reports, presentations, and other documents as needed.
• Assists the Executive Administrative Assistant with preparation and coordination of Board of Trustees meetings, including organizing meeting materials, preparing and distributing Board packets, and assisting with meeting notices, agendas, and related documentation.
• Assists with maintaining and organizing Board of Trustees records, including meeting minutes, resolutions, official correspondence, and other records.
• Provides administrative support for Inspection of Public Records Act (IPRA) requests, including tracking requests, assisting with gathering responsive documents, maintaining records, and coordinating with College departments under the direction of the designated records custodian.
• Maintains organized electronic and hard-copy administrative and confidential files, including contracts, agreements, memoranda of understanding (MOUs), and other official documents.
• Assists with travel arrangements and reimbursement documentation for the President and Board of Trustees.
• Supports routine purchasing and financial processes for the President's Office, including preparing requisitions, processing invoices, maintaining office supplies, and tracking expenditures as assigned.
• Assists in coordinating meetings, special events, and other activities involving the President's Office, College leadership, and community partners.
• Maintains tracking systems, calendars, and administrative records to support timely completion of assignments, deadlines, and follow-up activities.
• Provides administrative backup and support for the Executive Administrative Assistant during absences or periods of increased workload, as assigned.
• Performs other related duties as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of principles and practices of office administration.
• Proficiency in Microsoft Office applications, including Word, Excel, and Outlook, and ability to learn cloud-based systems such as Workday.
• Strong oral and written communication skills
• Excellent customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive personnel, administrative, and institutional information.
• Knowledge of records management practices and ability to maintain accurate, organized electronic and paper files.
• Ability to prioritize competing assignments, meet deadlines, and work effectively with frequent interruptions.
• Ability to work collaboratively with College leadership, employees, Board members, and members of the public.
• Strong organizational skills and attention to detail.

EDUCATION, EXPERIENCE AND LICENSES

Associate degree from an accredited institution or an equivalent combination of education and relevant work experience is required.

A minimum of one year of administrative or office experience is required.

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. Luna Community College management reserves the right to amend and change responsibilities to meet business and organizational needs as necessary.

WORK ENVIRONMENT AND PHYSICAL FACTORS

• Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. The worker sits most of the time.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading and visual inspection.
• The worker is not substantially exposed to adverse environmental conditions.

EEO STATEMENT

LCC is an equal opportunity employer.

Luna Community College (LCC) is the only community college in northeastern New Mexico.

LCC is dedicated to providing accessible, innovative, and integrated learning experiences that prepare students to compete at the forefront of their chosen fields and to lead in their communities.

The Collaborative for Higher Education Shared Services (CHESS) supports independently governed member colleges by sharing tools, talent, and best practices so that we are laser focused on providing a world-class student experience leading to success for all students.