Mathematical Sciences Administrative Assistant

Eastern New Mexico University; Portales (NM); On-site; USD 32,000 - 46,000; Full time

Job summary

Eastern New Mexico University seeks an Administrative Assistant to perform clerical duties for the department under supervision. Responsibilities include data entry, records management, scheduling, and budget monitoring.

The role requires high school completion and strong organizational skills, with the ability to communicate effectively and maintain confidentiality. The position supports department operations and interactions with other campus units.

Qualifications

• High school diploma or GED required.
• Ability to perform routine clerical tasks accurately and quickly.
• Capacity to maintain confidentiality of records and information.
• Proficiency in word processing and data entry.

Responsibilities

• Perform records management tasks with data entry, filing, and document flow coordination.
• Monitor and record departmental budgets and routine bookkeeping tasks.
• Schedule meetings, book rooms, and coordinate events.
• Provide operational support and act as liaison with other departments on administrative matters.
• Greet visitors, screen calls, and route inquiries; maintain logs as required.
• Order, stock, and distribute office supplies; prepare invoices and requisitions.

Skills

Data entry

Filing

Scheduling

Budgeting basics

Visitor greeting

Invoice processing

Office equipment

Confidentiality

Written communication

Time management

Education

High school diploma or GED certificate

Job description

Position Overview

Position Summary:

Under general supervision, the department Administrative Assistant performs a variety of office clerical functions for the department on a regular basis.

Requirements

Duties and Responsibilities:

• Perform routine records management duties using a desktop computer, including data entry, filing, verifying information, coordinating document flow, course scheduling, and scheduling events and meetings
• Monitor departmental budget(s) and perform routine record-keeping duties.
• Schedule meetings, book rooms, and tables for events.
• Perform a range of operational support activities for the department and serve as a liaison with other departments on basic administrative and/or operational matters.
• Greet and direct visitors, and when appropriate, resolve routine problems and answer inquiries concerning activities and operations of the department; accept, screen, and route telephone calls, and maintain a log of inquiries as required.
• Order, stock, and distribute office supplies.
• Prepare invoices, requisitions, and/or requests for payment.
• Oversee the functional activities of student employees.
• Regular and predictable attendance required.
• Perform other duties as assigned.

Minimum Job Requirements:

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

Knowledge, Skills, and Abilities:

• Ability to perform routine and moderately complex clerical tasks rapidly and accurately.
• Skilled in the use of standard office equipment.
• Understand and convey established procedures and regulations.
• Capacity to perform basic bookkeeping procedures.
• Ability to maintain confidentiality of records and information.
• Skilled in word processing and data entry.
• Maintain an effective working relationship with others.
• Ability to communicate effectively, both orally and in writing.
• Good moral character with conduct consistent with the University and state code of conduct is required.

Working Conditions

Physical Demand and Working Conditions:

• Normally, work is performed inside during regular working hours
• Work is sedentary in nature, with a maximum weight of 10 pounds to lift and carry.
• Requires talking, reaching, and handling objects with the use of the arms and fingers, hearing, and seeing.

Essential Functions: [As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, physical demands, and working conditions. This is not necessarily an all-inclusive listing.]

Additional Information

Application Review Date:

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.