Department Assistant

Western New Mexico University; Silver City (CA); On-site; USD 21,000 - 30,000; Full time

Job summary

Western New Mexico University is seeking a Department Assistant to provide comprehensive clerical support to the College of Education. The role involves data entry, filing, correspondence, and assisting staff, faculty, and students with routine procedures.

The position requires a high school diploma or GED with 2 years of office experience; an associate degree is preferred and bilingual Spanish is a plus. On-campus employment with normal office hours is expected.

Qualifications

• High school diploma or GED with 2 years of office experience required.
• Associates degree preferred.

Responsibilities

• Provides comprehensive clerical support to department including correspondence, filing, phones and other clerical tasks.
• Data entry for reports and statistics as assigned.
• Maintains department files (paper and electronic) and retrieves documents for audits.
• Assists staff, faculty, and students with basic interpretation of departmental procedures.
• Coordinates meetings including space, RSVPs, supplies and setup/teardown.
• Follows up with employees and supervisors to ensure documentation is accurate.
• Prepares paper/electronic documents and communications; reviews documents and resources as needed.
• Directs students to academic advisors and maintains advising files.
• Supports department and supervisor for projects and logistics.
• Assists with departmental projects and performs other duties as assigned.

Skills

Microsoft Office

Bilingual Spanish

Clerical skills

Education

High school diploma or GED

Associates degree preferred

Tools

Microsoft Office Suite

Job description

Position Information

Position TitleDepartment AssistantPosition ClassificationStaffEmployment TypeFull-TimeBenefitsFull Time BenefittedDepartmentCollege of EducationSummary

Provide support to the overall customer services for the department or office assigned.

Duties

1. Provides comprehensive clerical support to department including but not limited to correspondence, filing, phones, and anything related to the clerical needs of the department.
2. Data entry as assigned or required, including but not limited to reports, statistics, etc.
3. Responsible for file maintenance in department including filing and/or electronic filing, organizing, retrieving documents for audits, etc.
4. Assists staff, faculty, and students with basic interpretation of departmental procedures.
5. Coordinates meetings as needed or assigned including arranging for space, receiving RSVPs and ordering needed supplies and setting up and tearing down from meetings.
6. Follows up as needed with employees and supervisors regarding a wide variety of departmental issues to ensure documentation and information is accurate and up to date.
7. Assists in preparation of paper, electronic documents, and communications. Reviews documents and electronic resources, as per departments activities or needs, including but not limited to advising needs.
8. Understands and refers students to correct academic advisors for assistance. Assists in maintaining student advising files, either electronic or hard copy, as needed.
9. Provides support to the department and supervisor for all activities and projects. Assists with departmental logistics.
10. Assists the department team with projects.
11. Performs other duties as assigned.

Education/Background

High school Diploma or GED with 2 years of experience in office setting required. Associates degree preferred. Must demonstrate ability to work with Microsoft Office (Word, excel, outlook). Bilingual (Spanish) preferred.

Job Knowledge

Working knowledge of basic office functions. Highly organized and able to work on multiple projects simultaneously.

Working Conditions/ Physical Demands (With or Without Accommodations)

Normal office environment. May travel some within the community when needed. May be required to lift normal office equipment and materials. Visual acuity to read information from computer screens, forms and other printed materials and information. Able to speak (enunciate) clearly in conversation and general communication. Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions. Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting. May be required to work additional hours or days depending on circumstances.

Other Requirements

LocationSilver City-On CampusSalary Range$15/hourAdvertising Summary