Administrative Assistant (50268)

The Chronicle Of Higher Education, Inc.; Las Vegas (NM); On-site; USD 22,041 - 24,796; Part time

Job summary

The Chronicle Of Higher Education, Inc. in Las Vegas, NM is seeking a part-time administrative assistant to provide essential support to students and faculty, assist with data entry, and maintain accurate records.

Responsibilities include handling inquiries by phone, email, or in person; preparing forms and travel documents; coordinating office tasks, and supporting CAEP/CACREP data collection and outcomes reporting.

Qualifications

• Education level required: High School Diploma or GED.
• Three years of general clerical/administrative assistant experience.
• Associate degree in any field preferred.

Responsibilities

• Assist students and faculty; provide administrative support.
• Perform data entry, compile spreadsheets, and maintain records.
• Screen and direct inquiries via phone, email, and in person.
• Maintain confidential records and program databases; gather data.
• Coordinate textbook ordering with faculty, chairs, and bookstore.
• Prepare various financial documents and travel-related forms.
• Communicate with students regarding program status and questions.
• Gather data for accreditation and outcomes assessment reporting.
• Update advisor information in the Banner System.
• Perform other duties as assigned.

Skills

Banner

Office procedures

MS Office

Web content management

Communication skills

English proficiency

Independent decision making

Data entry

Team coordination

Education

High School Diploma or GED

Associate degree (preferred)

Tools

Banner

Job description

Job Details

Job Location: Las Vegas, NM 87701
Position Type: Part Time - Reg
Education Level: 2 Year Degree
Salary Range: $16.54 - $16.54 Hourly
Travel Percentage: None
Job Category: Staff

SUMMARY

This position is responsible for providing administrative support.

DUTIES AND RESPONSIBILITIES

• Provides assistance to students and faculty;
• Performs clerical tasks in the data entry function, compiles spreadsheets, etc.;
• Screens and directs telephone, e-mail, and in-person inquiries;
• Maintains confidential and accurate records and files;
• Maintains program databases; assists with gathering program data;
• Handles confidential material accurately and in a professional manner;
• Prepares Travel Requests, Vouchers;
• Prepares Purchase Requisitions, Checks Requests and other financial documents;
• Picks up and delivers departmental mail and other documents;
• Attends meetings as assigned for the purpose of taking minutes and/or gathering information as required;
• Prepares Schedule Entry Forms and Schedule Change Forms;
• Coordinates textbook ordering process working with faculty, chairs and bookstore as necessary;
• Collects candidate applications and checks for completeness;
• Prepares communications to students;
• Communicates with students regarding program status; answers routine student questions and directs students to appropriate academic departments;
• Forwards documentation to appropriate Advisor/Faculty for approval;
• Assists with the gathering of data for CAEP/CACREP Accreditation;
• Assists with gathering of data for outcomes assessment;
• Prepares reports as needed for CAEP/CACREP and Outcomes Assessment;
• Updates Advisors in the Banner System;
• Maintains program handbooks (i.e., Student Handbook and Practicum/Internship Handbook;
• Maintains regular attendance;
• Performs other job-related duties as assigned.

QUALIFICATIONS

• EDUCATION: High School Diploma or GED.
• EXPERIENCE: Three (3) years of experience performing general clerical/administrative assistant work.
• PREFERENCE: Associate degree in any field.

EMPLOYMENT REQUIREMENTS

• Must possess and maintain a valid New Mexico Driver’s License;
• Must be willing to travel;
• Must be willing to work overtime as required;
• Must be willing to work flexible schedules as needed.

KNOWLEDGE, SKILLS, & ABILITIES

• Experience working with Banner (Student Information System) or willingness to learn the system;
• Knowledge of general office practices and procedures;
• Knowledge of preventative maintenance of office machines;
• Knowledge of business communication;
• Knowledge of general office procedures;
• Skilled in Microsoft Office applications including Word, Excel, and Access;
• Skilled with managing webpage content;
• Ability to maintain effective working relationships with faculty, students, University community, and the general public;
• Ability to communicate effectively by having an excellent command of the English language (both oral and writing);
• Ability to follow written and verbal instruction;
• Ability to make independent routine decisions;

PHYSICAL DEMANDS

• 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;
• Sitting for extended periods of time;
• Kneel, bend, and stoop.

WORK ENVIRONMENT

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