Nursing and EMGT Administrative Assistant

Eastern New Mexico University; Portales (NM); On-site; USD 32,000 - 42,000; Full time

Job summary

Eastern New Mexico University is seeking an Administrative Assistant to perform clerical duties, data entry, and routine office tasks in support of the Nursing and EMGT programs. You will handle document flow, scheduling, and basic reports using Microsoft 365, while monitoring student information and assisting with scholarship activities.

The role requires a high school diploma or GED and strong organization, communication, and confidentiality skills (FERPA).

Qualifications

• Requires high school diploma or GED.
• Plans, schedules, and coordinates clerical tasks with accuracy and efficiency.
• Proficient in Microsoft Office and Microsoft 365 for data entry, reports, and correspondence.

Responsibilities

• Perform routine Administrative Assistant duties: word processing, filing, verifying information, coordinating documents, and scheduling events and meetings.
• Enter data, compile reports, prepare letters and general correspondence using Microsoft 365.
• Monitor nursing and EMGT databases to ensure student information is current.
• Support nursing scholarship program and monitor department budgets; maintain records.
• Greet visitors, direct inquiries, screen calls, and log inquiries as required.
• Process student applications for BSN/MSN programs and assist program staff with travel and purchasing-related tasks.
• Provide information to prospective students and assist with recruitment activities for nursing and EMGT programs.

Skills

Data entry

Microsoft Office

Communication skills

Attention to detail

FERPA compliance

Office equipment proficiency

Education

High school diploma or GED

Tools

Microsoft 365

Word processing

Job description

Position Overview

Position Summary:

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

Requirements

Duties and Responsibilities:

• Perform routine Administrative Assistant duties such as word processing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings.
• Enter data, compile and create reports, prepare letters, and general correspondence using Microsoft 365 software.
• Monitor the nursing and EMGT databases to confirm student information is current.
• Perform duties necessary to support the nursing scholarship program.
• Monitor departmental budget(s) and perform routine record keeping duties
• 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
• 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.
• Provide prospective student information and recruitment activities for the nursing and EMGT programs
• Order, stock, and distribute office supplies
• Organize and process student applications for admission into the BSN or MSN program
• May oversee the functional activities of student employees
• Support nursing and EMGT program staff and faculty in processing documents and following procedures relating to travel, purchase card transactions, leave, and other associated program activities
• Assist the Program Directors with workflow tasks
• Provide data and support to the Health and Human Services Chair as needed
• Regular and predictable attendance is required
• Perform other 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 are required.

Knowledge, Skills, and Abilities:

• 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 maintain confidentiality of records and information
• Ability to maintain web page content
• Skilled in use of Microsoft Office software (Word, Excel, PowerPoint, OneNote, Outlook)
• Ability to maintain an effective working relationship with others
• Ability to communicate effectively, both orally and in writing
• Ability to maintain confidentiality of records and information based on FERPA and ENMU policies and guidelines

Working Conditions

Physical Demand and Working Conditions:

• Work is performed during normal work hours in an office setting but may require some evening or weekend hours.
• Work is sedentary in nature that at times requires exerting up to 25 pounds of force occasionally and/or a consistent amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

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

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.