Administrative Coordinator

chess; New Mexico; On-site; USD 25,000 - 30,000; Full time

Job summary

Central New Mexico Community College is seeking an Administrative Coordinator to oversee a broad range of administrative, clerical, and program support activities for the department. The role is the primary contact for internal and external stakeholders and requires discretion in handling confidential issues while coordinating office operations and events.

The position involves scheduling, data management, procurement, budget monitoring, and providing backup reception support to ensure smooth

Qualifications

• Associate’s degree or equivalent required.
• Three years of related experience required.
• A combination of education and experience may be substituted for requirements of the position.

Responsibilities

• Supervises staff, including hiring, training, evaluations, and policy compliance.
• Manages the schedule/calendar for principal executives.
• Makes travel arrangements and coordinates logistics for the department.
• Screens and handles telephone communications, directing inquiries appropriately.
• Greets and directs visitors to the department.
• Gathers, enters, and updates data to maintain departmental records and databases.
• Establishes and maintains organized files and records for the office.
• Creates purchase orders and collaborates with external vendors to obtain quotes and process invoices.
• Monitors and coordinates accounting activities, preparing internal reports for management.
• Tracks departmental invoices, expenditures, and purchase requisitions.
• Approves and organizes internal and external events for the department.
• Coordinates and oversees day-to-day management of supplies, equipment, and facilities.
• Manages inventory, logistics, security, and related activities.
• Ensures all department software and systems are operating efficiently.
• Oversees the parking citation appeal process.
• Provides excellent customer service in person and over the phone.
• Composes and prepares written documentation and correspondence.
• Performs tasks generating business correspondence, forms, tables, labels, flyers, signs, and posters.
• Provides backup coverage for the reception desk, including basic administrative tasks such as scanning, copying, and submitting files to records.

Education

Associate’s degree or equivalent

Three (3) years of experience

Job description

Compensation: $18.22 - $22.79

Employment Type: Regular

Grade: NE04

Position Summary

The Administrative Coordinator plays a pivotal role in coordinating, overseeing, and performing diverse administrative, clerical, and program support activities on behalf of the supported department at CNM. This position serves as the primary point of operational and administrative contact for internal and external constituencies. The Administrative Coordinator handles complex and confidential issues with discretion and professionalism. This role involves coordinating office and staff support services, supervising special projects, and ensuring the smooth execution of events. The coordinator assists with organizing schedules, managing correspondence, preparing reports, maintaining databases, and ensuring efficient office operations. The Administrative Coordinators handles budgeting, event planning, and providing support to other staff members.

Duties & Responsibilities

• Supervises staff, which includes prioritizing, and assigning work; conducting performance evaluations; ensuring staff is trained; ensuring employees follow policies and procedures; maintaining a healthy, and safe working environment; and, making hiring, termination, and disciplinary recommendations.
• Manages the schedule/calendar for principal executives.
• Makes travel arrangements and coordinates logistics for the department.
• Screens and handles telephone communications, directing inquiries appropriately.
• Greets and directs visitors to the department.
• Gathers, enters, and updates data to maintain departmental records and databases.
• Establishes and maintains organized files and records for the office.
• Creates purchase orders and collaborates with external vendors to obtain quotes and process invoices.
• Monitors and coordinates accounting activities, preparing internal reports for management.
• Tracks departmental invoices, expenditures, and purchase requisitions.
• Approves and organizes internal and external events for the department.
• Coordinates and oversees day-to-day management of supplies, equipment, and facilities.
• Manages inventory, logistics, security, and related activities.
• Ensures all department software and systems are operating efficiently.
• Oversees the parking citation appeal process.
• Provides excellent customer service in person and over the phone.
• Composes and prepares written documentation and correspondence.
• Performs tasks generating business correspondence, forms, tables, labels, flyers, signs, and posters.
• Provides backup coverage for the reception desk, including basic administrative tasks such as scanning, copying, and submitting files to records.
• Performs other related duties as assigned.

Minimum Qualifications

• Associate’s degree or equivalent
• AND
• Three (3) years of experience
• A combination of education and experience may be substituted for requirements of the position

Preferences:

• Demonstrates excellent problem solving and critical thinking with a focus on financial and operational analysis
• Highly skilled in planning and organization with a proficiency in spreadsheet management
• Demonstrates attention to detail with process optimization and efficiency improvements
• Demonstrates excellent customer service, including stakeholder communication and relationship management

EEO STATEMENT:

As an EEO employer, Central New Mexico 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. Central New Mexico Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.