Senior Administrative Assistant

PeopleAdmin, Inc.; Albuquerque (NM); On-site; USD 23,000 - 28,000; Full time

Job summary

New Mexico Highlands University seeks a Senior Administrative Assistant to support NASWSI and Field Education operations. The half-time/half-time role coordinates calendars, manages field software, and handles communications with students, staff, and external partners.

The incumbent will prepare reports, contracts, travel vouchers, and purchase orders, while maintaining files and ensuring policy compliance. Proficiency with Windows apps and strong organizational skills are essential.

Qualifications

• High School Diploma or GED required; 3+ years relevant experience.
• Completion of a degree above min education can substitute for experience.
• Higher education experience preferred; ELLucian Banner familiarity is a plus.

Responsibilities

• Maintain and update field management software and access control.
• Prepare reports, contracts, travel vouchers and purchase orders.
• Coordinate training, orientations, and events for NASWSI and Field Ed.
• Answer phones, respond to emails, and supervise graduate assistants as needed.
• Ensure filing and policies compliance; maintain confidential information.

Skills

Microsoft Word

Excel

PowerPoint

Publisher

Communication

Confidentiality

Education

High School Diploma or GED

Associate’s Degree (preferred)

Tools

Ellucian Banner

Job description

Position Information

Position

Senior Administrative Assistant

Full Time/Part Time

Full Time/Part Time Full Time

Job Type

Regular

Position Summary

The incumbent would serve as a half-time assistant to the Native American Social Work Studies Institute ( NASWSI ), providing administrative support to the Director. and half-time assistance to the Field Education Program, tasked with overseeing the field management software program, program calendar, organizational processes, and files. In addition, the incumbent is responsible for maintaining open communication among Field Education staff, and between other School of Social Work ( SSW ) faculty and staff, University Departments, students, off-campus field sites and the general public.

Duties and Responsibilities

• Maintains, updates and improves the field management software and ensures proper access.
• Ensures maintenance of all applicable documentation for Field Education and NASWSI including: student files, agency files, contracts, purchase orders, and travel vouchers, to ensure documents are up-to-date and accurate.
• Establishes positive relationships with all students, staff, faculty, and the general public.
• Provides data entry, including but not limited to: field management software, CSWE (Council on Social Work Education) reports, RSVP lists, and RPSP reports.
• Plans, coordinates and sets up training, orientations, meetings, and special events, including but not limited to: CEU events, Field Orientations, Field Fairs and events/meetings for the NASWSI .
• Prepares reports, faculty contracts and travel vouchers, and purchase orders.
• May assist with monitoring of budget for NASWSI .
• Answers phones and responds to emails promptly.
• Assists in supervision of graduate assistants and work-study students as needed.
• Ensures all files and appropriate SSW and University student information is routed and completed in accordance to policy.
• Composes letters, memos, flyers, PowerPoint presentations, and correspondence.
• Takes minutes at meetings as requested.
• Coordinates work with other Field, NASWSI , SSW and University faculty and staff as needed.
• Provides administrative support to other SSW faculty and staff as needed.
• Assists the Field and Office Coordinators to coordinate class schedules, faculty teaching assignments, and classroom assignments for Field Education.
• Arranges appointments as needed.
• Maintains regular attendance and follows assigned work schedule.
• Performs other related duties as assigned.
• High School Diploma or GED ; at least 3 years of 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.

Preferred Qualifications

• Associate’s Degree in any field.
• Experience in Higher Education.
• Experience working with Ellucian Banner.

Special Conditions for Eligibility

• Must be willing to work occasional overtime, weekends and holidays as required.

Knowledge, Skills, and Abilities

• Advanced knowledge and skill in using computer systems and software such as Windows (Word, Excel, PowerPoint and Publisher), word processing, on-line databases, spreadsheets, e‐mail, and Internet.
• Ability to communicate effectively, both orally and in writing;
• Ability to maintain excellent interpersonal relationships;
• Ability to maintain confidentiality;
• Skill in interpreting and applying University policies and procedures;
• Knowledge and skill in supervising clerical personnel and working within a large office environment;
• Knowledge in working in a university/college environment;
• Ability to use independent judgement and work with minimal direction and supervision, at times
• Ability to edit and compose letters, memos and general correspondence;
• Ability to demonstrate excellent filing and organizational skills in maintaining complex filing systems;
• Knowledge of general office practices and procedures;
• Knowledge of routing office procedures;
• Ability to display effective customer service;
• Ability to receive constructive feedback non-defensively.

Physical Demands

• Repetitive hand motions and prolonged use of computer.
• Ability to see within normal parameters.
• Ability to hear within normal range.
• Must occasionally lift and/or move up to forty (40) pounds.
• Sitting for extended periods of time.
• Kneel, bend, and stoop.
• Work is performed in a typical interior/office work environment.
• Work with frequent interruptions.
• Work may include set-up for special events or meetings.

Pay Rate

Pay Rate $17.37 Hour

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