Distance Learning Administrative Assistant

Eastern New Mexico University; Portales (NM); On-site; USD 29,000 - 36,000; Full time

Job summary

Eastern New Mexico University is seeking a detail‑oriented office clerk to support department functions with regular, predictable attendance. The role involves word processing, filing, data entry, and coordinating documents and events.

You will greet visitors, manage inquiries, route calls, and assist with basic budgeting, invoicing, and contract records. Proficiency in MS Office and familiarity with higher education systems are valued.

Qualifications

• Proficiency in word processing, filing, and data entry.

Responsibilities

• Perform routine administrative duties such as word processing/typing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings.
• Greet and direct visitors, answer inquiries, and route calls, maintaining a log of inquiries as required.
• Operate a PC to enter data, prepare reports, letters, requisitions, and other forms.
• Monitor departmental budgets, process invoices, and reconcile purchasing card transactions.
• Oversee records of service contracts and other commitments; assist with room procurement, supplies, and instructor payments.
• Support distance learning staff in promoting campus programming; manage mail and office supplies.
• May supervise student employees and ensure regular attendance.

Skills

Word processing

Data entry

Filing

Scheduling

Customer service

Verifying information

Communication

Education

High school diploma or GED

Tools

Microsoft Office

Banner or higher education systems

Job description

Position Summary: Under general supervision, perform a variety of office clerical functions for the department(s) on a regular basis.

Duties and Responsibilities:

• Perform routine administrative duties such as word processing/typing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings
• Greet and direct visitors, and when appropriate, resolve routine problems and answer inquiries concerning activities and operations of the department(s), accept, screen, and route telephone calls, and maintain a log of inquiries as required
• Operate a personal computer to enter data, compile and type reports, prepare letters, requisitions, and other forms and documents
• Monitor departmental budget(s) and perform routine record-keeping duties, including receiving, posting, and processing invoices for payment, and reconciling purchasing card transactions.
• Monitor and maintain records of service contracts and other commitments;
• Accept payments for non-credit and assist the non-credit coordinator in procuring rooms, ordering supplies, and paying instructors.
• Perform a range of operational support activities for the department(s) and serve as a liaison with other departments on basic administrative and/or operational matters
• Assist distance learning staff members in offering or promoting programming for the campus or community.
• Sort, screen, and distribute mail
• Order, stock, and distribute office supplies
• May oversee the functional activities of student employees
• Regular and predictable attendance required
• Perform other related duties as assigned

Minimum Job Requirements: High school diploma or GED certificate and a minimum of six months of experience directly related to the duties specified is required.

Knowledge, Skills, and Abilities:

• Perform routine administrative duties such as word processing/typing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings
• Ability to perform routine and moderately complex clerical tasks rapidly and accurately
• Skill in the use of standard office equipment
• Ability to understand and convey procedures and regulations established
• Ability to perform basic bookkeeping procedures
• Ability to maintain confidentiality of records and information
• Ability to establish and maintain cooperative working relationships with faculty, administrators, team members, and others
• Ability to work in an environment of constant interruptions via telephone and walk-in traffic
• Skill in word processing and data entry
• Ability to maintain an effective working relationship with others
• Ability to communicate effectively, both orally and in writing
• Experience with banner or other higher education systems valued

Physical Demand and Working Conditions:

• Work is primarily performed in an office environment.
• Requires prolonged periods of sitting and working at a computer.
• Requires frequent use of a keyboard, mouse, telephone, and other standard office equipment.
• Requires the ability to occasionally stand, walk, bend, reach, and move throughout the office or work area.
• Requires sufficient visual and auditory ability to perform essential job functions, including reading documents and computer screens and communicating in person and by telephone.
• May require occasional attendance at meetings, events, or activities in other campus locations or off-campus.
• Requires frequent lifting between 0-10 pounds, may occasionally lift, carry, or move office supplies, files, boxes, or other materials weighing up to 25 pounds.

Condition of Employment: Must pass a pre-employment background check.

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 either [e-mail], [phone], or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent to [e-mail]. For any other inquiries, please contact Human Resources at [phone] or e-mail [e-mail].

ENMU uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit www.dhs.gov/E-Verify.