Executive Assistant to the Board of Regents

New Mexico Highlands University Portal; Las Vegas (NM); On-site; USD 42,000 - 64,000; Full time

Job summary

New Mexico Highlands University is seeking an Executive Assistant to the Board of Regents to provide high level administrative support, manage all office functions, and act as the primary contact for internal and external constituencies on matters pertaining to the office.

This role requires researching, prioritizing, and following up on issues for the Board, coordinating meetings, preparing minutes, handling confidential information, and guiding staff on procedures, budget and purchasing

Qualifications

• Associate degree and two years of administrative assistance experience in at least one of: administration, fiscal, or human resources; AND two years of additional related experience.

Responsibilities

• Serve as primary contact for university and community constituencies.
• Research and prioritize incoming issues and determine appropriate action or response.
• Perform complex administrative duties for Board members and prepare materials.
• Post notices of meetings in compliance with laws and regulations.
• Assemble and distribute meeting materials for Board and university administration.
• Prepare or edit minutes for regular and special meetings and oversee posting.
• Provide guidance on rules, regulations, and parliamentary procedures for meetings.
• Attend virtual and on-site Board meetings.
• Maintain a filing/indexing system for Board records and actions.
• Schedule appointments and meetings for individual Board members.
• Inform members of important matters and direct attention to significant correspondence.
• Screen calls and visitors, directing them to staff or responding to routine inquiries.
• Process office mail and route items to the appropriate staff.
• Maintain files for Board members and contact public agencies as needed.
• Assist in orienting new Board members on meetings and practices.
• Prepare and process accounting, budgeting, and purchasing documents for Board operations.
• Assist in training and guiding student Board member on protocol and practices.
• Arrange travel and reimbursements for Board members; handle expense claims.

Skills

Verbal communication

Written communication

Records management

Conflict resolution

Research skills

Organizational skills

Policy knowledge

Office management

Judgment & discretion

Budgeting

Project management

Confidentiality

Education

Associate degree

Bachelor’s degree

Higher education experience

Job description

Executive Assistant to the Board of Regents

Position Information

Position

Position Executive Assistant to the Board of Regents

Full Time/Part Time

Full Time/Part Time Full Time

Job Type

Job Type Regular

Position Summary

The Executive Assistant to the Board of Regents provides high level administrative assistance and support to the members of the Board of Regents and oversees all office functions. Acts as the primary point of contact for both internal and external constituencies on all matters pertaining to the office and assists and represents the office principal in communicating with constituents. Researches, prioritizes, and follow-up on multiple issues and concerns addressed to the office principal, including those of a sensitive and/or confidential nature. Manages a variety of special projects, some of which may have institutional impact.

Duties and Responsibilities

• Serves as primary point of initial contact on any matter directed to the office by University and community constituencies;
• Independently researches and prioritizes incoming issues and determines appropriate course of action, referral, and/or response;
• Performs complex and diverse administrative assistance duties for members of the Board of Regents;
• Posts official notices of meetings in accordance with applicable laws and regulations;
• Assembles and distributes meeting materials for members of the Board of Regents and university administration;
• Prepares or edits prepared minutes for regular and special meetings of the Board of Regents and its committees and oversees their posting/distribution;
• Provides members of the Board of Regents with information on rules, regulations, parliamentary procedures, and customs regarding the conduct of Board of Regents and committee meetings;
• Attends virtual and on-and offsite meetings of the Board of Regents;
• Implements and maintains a system of filing and indexing for official records and actions of the Board of Regents;
• Schedules appointments, meetings, and other commitments for individual members of the Board of Regents;
• Informs members of the Board of Regents of important matters arising in their absence and directs their attention to significant correspondence or matters requiring their attention;
• Screens telephone calls and visitors to the Board of Regents Office for urgency and nature of business; refers calls and visitors to appropriate staff/offices or personally responds to routine inquiries;
• Receives office mail and reviews items for nature of business and urgency; directs items to members of the Board of Regents and/or appropriate staff or personally responds to routine matters;
• Maintains files for individual members of the Board of Regents;
• Contacts public agencies, public officials, and members of the public on behalf of the members of the Board of Regents;
• Assists in orienting new members of the Board of Regents by providing information on Board meetings and the business practices, procedures, and activities of the Board of Regents;
• Prepares and processes accounting, budgeting, and purchasing documents related to operations and activities of the Board of Regents;
• Assists in the training and provides guidance to the student member of the Board of Regents in the protocol of Board of Regents membership and basic business practices and procedures;
• Makes transportation, hotel, business and social arrangements for members of the Board of Trustees traveling on university business and prepares and processes expense reimbursement claims for members of the Board of Regents;
• Performs miscellaneous job-related duties as assigned.

Qualifications

• Associate degree and two years of experience administrative assistance managing at least one of the following functional areas: administration, fiscal, and/or human resources; AND two years of additional experience directly related to the duties and responsibilities specified.
• Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.
• Experience with duties and responsibilities outlined may be substituted for education on a year to year basis.

Preferred Qualifications

• Bachelor’s degree in any field.
• Experience in Higher Education.

Knowledge, Skills, and Abilities

• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community;
• Ability to create, compose, and edit correspondence and other written materials;
• Records maintenance skills;
• Conflict resolution and/or mediation skills;
• Information research, analysis, and evaluative skills;
• Demonstrated organizational management skills;
• Broad knowledge and understanding of the University and Board of Regents policies and procedures;
• Knowledge of office management principles and procedures;
• Ability to exercise good judgment and discretion in working with and on behalf of members of the board of regents;
• Knowledge of administrative policies and procedures as applied to public academic institutions;
• Project management skills and the ability to resolve complex problems and issues;
• Demonstrated ability to maintain confidentiality;
• Knowledge of budget preparation and fiscal management.

Physical Demands

• Repetitive hand motion and prolonged use of computer;
• Sitting for extended periods of time;
• No or very limited physical effort required.

• Work is performed in a typical interior/office work environment;
• Work with frequent interruptions;
• No or very limited exposure to physical risk.

Work Location/Campus Center Las Vegas, NM Campus

EEO Statement

New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness. For disabled access or services call 505-454-3242 or email [e-mail] Visit the link below for more information regarding affirmative action and equal opportunity: Equal Employment Opportunity is THE LAW