Administrative Assistant Associate — Higher Ed Operations

New Mexico State University; Doña Ana (NM); On-site; USD 19,000 - 27,000; Full time

Job summary

New Mexico State University’s Doña Ana Community College seeks an Administrative Assistant Associate to provide office support to senior staff, coordinate meetings, and manage hires and travel documentation. The role operates in a standard Monday–Friday schedule with occasional evening commitments for advisory committee meetings.

The position requires a high school diploma with at least one year of relevant experience; bilingual skills and Banner experience are preferred.

Qualifications

• High School diploma or equivalent with at least 1 year of relevant experience.
• Preferred Banner experience and bilingual ability (English/Spanish).
• Experience creating and manipulating interactive forms using Adobe Acrobat DC.
• Experience with hiring, procurement and records retention.
• Experience using Zoom and Microsoft Teams.

Responsibilities

• Provides office support to the Dean, Department Chair, and Faculty.
• Work closely with other admins in the Division.
• Process hires for part-time faculty including new hire paperwork and offer letters via EPAF.
• Organizes meetings, serves as minute taker, prepares handouts, and notifies attendees.
• Schedules/ organizes Zoom meetings and events.
• Creates and tracks travel and team travel documentation (requests and reimbursements).
• Text book orders—submits required course materials for the department.
• Manages P-card transactions and receipts.
• Creates schedule block charts for semester classes.
• Assigns and distributes door codes and key cards to faculty and staff.
• Reserves conference rooms and classrooms as needed.

Skills

Office support

Scheduling

Meeting coordination

Travel documentation

Education

High School diploma

1 year relevant experience

Tools

EPAF system

Adobe Acrobat DC

Zoom

Microsoft Teams

Job description

New Mexico State University’s Doña Ana Community College seeks an Administrative Assistant Associate to provide office support to senior staff, coordinate meetings, and manage hires and travel documentation. The role operates in a standard Monday–Friday schedule with occasional evening commitments for advisory committee meetings.

The position requires a high school diploma with at least one year of relevant experience; bilingual skills and Banner experience are preferred.