External Affairs Coordinator

Western New Mexico University; Silver City (NM); On-site; USD 39,000 - 48,000; Full time

Job summary

Western New Mexico University is seeking an organized administrative professional to coordinate day-to-day activities for the Office of External Affairs and the Vice President. The role serves as the primary contact for internal and external constituencies, including international contacts, and supports travel planning and budgeting.

The ideal candidate will have an Associate’s degree with 3 years in education or administrative positions, and preferably a Bachelor’s degree.

Qualifications

• Associate’s degree in a related field with 3 years of experience in education or administrative positions required.
• Bachelor’s degree preferred.
• Expertise in all Microsoft Office programs.
• Bilingual (Spanish) preferred.

Responsibilities

• Coordinate day-to-day activities for the Office of External Affairs and VP.
• Serve as primary contact for internal and external constituencies and international contacts.
• Coordinate travel arrangements for the VP including transportation, lodging, and reimbursements.
• Assist with budgeting, records, and preparation of materials for strategic planning.
• Supervise student workers and maintain compliance with University policies.

Skills

Microsoft Office

Education

Associate’s degree

Bachelor’s degree preferred

Tools

Office equipment

Job description

Coordinates the day-to-day activities of the Office of External Affairs and the Vice President of External Affairs, serving as liaison to the faculty, public, staff, students, and international contacts.

Duties

• Provides administrative support to the Vice President of External Affairs. Administrative duties to include but not limited to maintaining the calendar, screen calls, assist visitors, manage mail and correspondence, and prepare all documents necessary for the Vice President of External Affairs.
• Assist as the primary contact for internal and external constituencies on matters of the division.
• Serves as a liaison for international contacts, projects, and activities of External Affairs.
• Answers questions and provides information about the department’s activities, functions, and programs to facilitate resolution of concerns, issues, and problems. Collects, compiles, and prepares materials, statistics, and documents for annual strategic planning sessions.
• Schedules, coordinates, and prepares all travel arrangements for the VP and travel for the position including transportation, lodging, and meal. Processes travel requisitions and expense reimbursement requests to the Business Office.
• Assists with coordination of international initiatives, including study abroad programs, ESL courses, and international forums hosted by External Affairs. Responsibilities include marketing programs, collaborating with faculty and international providers to ensure academic quality, and advising students and parents on study abroad, work, travel, and volunteer opportunities. Organizes materials and forums on overseas study options and financial aid, and assists with registration and credit transfer compliance.
• Manages, reviews and monitors department budgets for the VP of External Affairs. Maintains confidential files and records for External Affairs.
• Performs research of specific department information in support of special projects. Assists with planning and coordinating a variety of divisional events. Coordinates with assistance from Marketing and Communications the divisional webpages to make autonomous updates and changes.
• Provides a broad range of administrative functions and supervises assigned student workers, including providing training, work direction, scheduling, and guidance in accordance with WNMU policies and procedures. Participates in the process of ongoing personal and professional development. Maintains comprehensive communication among all contacts (internal and external). Models professional standards and ethics in accordance with WNMU philosophy.
• Performs other duties as assigned.

Education/Background

Associate’s degree in a related field with 3 years of experience in education or administrative positions required. Bachelor’s preferred. Expertise in all Microsoft Office programs. Bilingual (Spanish) preferred.

Job Knowledge

Knowledge of international, national, and state governmental operations and functions. Knowledge of basic functions and operations of the divisions and University departments. Skill in the operation of a variety of office equipment and software including but not limited to computer, fax, copier, and telecommunication equipment. Skill in communicating courteously and professionally and in establishing and maintaining effective working relationships with a variety of community members, students, parents, staff and international contacts. Skill in working in an environment subject to frequent interruptions, changing priorities, and use of judgment in the release of confidential information. Skill in researching, compiling, and preparing reports and related information. Must be knowledgeable of University policies and procedures, and state and federal laws and regulations that apply to University processes. Must be sensitive to cultural differences within the University and community.

Working Conditions/ Physical Demands (With or Without Accommodations)

Normal office environment, may travel some within the community when needed. May be required to transport normal office equipment and materials. Ability to comprehend and work with a variety of information from various sources. Able to clearly communicate with a diverse population of individuals. Ability to compose correspondence and reports and remain in a sedentary position for prolonged periods of time. May be required to work additional hours or days depending on circumstances.

Other Requirements

b. Ability to complete state defensive driving certification within their first 3 – 6 months.

Location

Silver City-On Campus

Salary Range

Salary Range $43,888

Advertising Summary

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * What is the highest level of education attained?
  • GED
  • High School Diploma
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • PHD
• * Do you have experience in either teaching classes or working in a training capacity?
  • Yes
  • No