Communication Services Administrative Assistant

The Chronicle Of Higher Education, Inc.; Portales (NM); On-site; USD 32,000 - 48,000; Full time

Job summary

Eastern New Mexico University in Portales is seeking an organized office support professional to assist the Chief Communications Officer. You will communicate with internal and external stakeholders, prepare standard documents, maintain records, and coordinate workflow.

This role requires basic computer skills (Outlook, Word, Excel), attention to policy and branding guidelines, confidentiality, and the ability to work with a diverse campus community.

Qualifications

• High school diploma or equivalent and at least six months of related experience.
• Proficiency with Microsoft Outlook, Word, and Excel.

Responsibilities

• Perform and supervise administrative duties for day-to-day operations of the unit.
• Handle and maintain records for student and staff hiring, paperwork, payroll, budgets, vacations, and sick leave.
• Plan and organize clerical needs for the Office of Communication Services (OCS) within the unit goals.
• Support clerical needs of Advancement and Public Relations.
• Provide information to the University verbally and in writing as requested.
• Review work for conformity with policy, procedures, format, content, grammar, and neatness.
• Order nametags and ENMU look shirts for all departments.
• Maintain supplies, inventory and budget.
• Manage U.S. Bank electronic sign posting and correspondence.
• Back-up for social media posting and assist with tracking deadlines.
• Greet and direct visitors, answer phones and department emails, and resolve routine problems.
• Fulfill requests from public stakeholders for ENMU promotional materials.
• Maintain confidentiality regarding unit activities.
• Regular and predictable attendance is required.
• Perform other related duties as assigned.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

Interpersonal communication

Team collaboration

Education

High school diploma

Job description

Position Summary

Under the limited supervision of the Chief Communications Officer, perform a variety of office support functions on a regular basis, including communicating with internal and external stakeholders, composing and processing a variety of standard documents and correspondence, maintaining records, coordinating the flow of documents, and scheduling calendar items and events.

Duties and Responsibilities

• Perform and/or supervise a variety of administrative duties in support of the day-to-day operation of the unit


• Handle and maintain records for student and staff hiring, paperwork, payroll, management of budgets, staff vacation, and sick leave


• Plan and organize clerical needs for the Office of Communication Services (OCS) within the established goals of the unit


• Support the clerical needs of the OCS’s parent unit, Advancement and Public Relations


• Provide necessary information as requested, both verbally and in writing, concerning the University


• Review completed work for conformance with unit and University policy, procedures, prescribed format, content, grammar, and neatness


• Order nametags and "ENMU look" shirts for all University departments


• Maintain supplies, inventory and budget


• Manage U.S. Bank electronic sign posting and correspondence


• Work closely with the Chief Communications Officer and director to serve as back-up for social media posting and assist with tracking project deadlines


• Greet and direct visitors, answer phones and department emails, and, when appropriate, resolve routine problems concerning activities and operations of the unit


• Fulfill requests from public stakeholders for ENMU promotional materials


• Maintain confidentiality regarding unit activities


• Regular and predictable attendance is required


• Perform other related duties as assigned

Minimum Job Requirements

• High school diploma or equivalent certificate and a minimum of six months of experience directly related to the duties specified

Knowledge, Skills, and Abilities

• Basic computer skills to include Microsoft Outlook, Word, and Excel


• Knowledge of University structures, policies, and procedures


• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community


• Familiarity with project management skills and the ability to work as a team player in a highly collaborative environment


• Ability to present a professional, pleasant, and cooperative attitude in coordinating communication between OCS staff and the public


• Ability to write clear and concise reports


• Ability to gather data and complete routine assignments independently with general instructions


• Ability to assist with planning and organizing the workflow of a department


• Ability to establish and maintain cooperative working relationships with Communication Services team members, ENMU staff, faculty, and administrators, and others


• Familiarity with the use of a University Style Manual and University Branding guidelines

Physical Demand and Working Conditions

• Work is performed during normal hours but may include evening and weekend hours


• Work is sedentary in nature and at times requires exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Essential Functions

As defined under the Americans with Disabilities Act, these include the following responsibilities, minimum job knowledge, skills, and abilities. This is not necessarily an all-inclusive listing.

Equal Employment Opportunity /Title IX/IPRA.

Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at [phone]. New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at [e-mail], [phone], or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent [e-mail]. For any other inquiries, please contact Human Resources at [phone] or e-mail [e-mail].