Senior Administrative Assistant

CHESS; Santa Fe (NM); On-site; USD 24,000 - 34,000; Full time

Job summary

Santa Fe Community College seeks a Senior Administrative Assistant to support HR, planning and institutional effectiveness, and professional learning teams. The role handles onboarding, calendars, reports, and student/faculty inquiries with a strong customer-service focus.

Responsibilities include coordinating events, maintaining personnel records in Workday, and assisting with budget monitoring and procurement. The position is on-site at SFCC and requires professionalism and confidentiality.

Qualifications

• Associate’s degree in business administration or related field.
• Three (3) years of relevant experience.
• Relevant experience may be substituted for the degree requirement on a year-for-year basis.

Responsibilities

• Handles sensitive and confidential matters with discretion; answers basic questions; escalates complex questions.
• Performs research and analysis; prepares non-routine correspondence and reports.
• Coordinates, supervises, and completes special projects as appropriate.
• Schedules meetings, prioritizes requests, screens correspondence, calls, and visitors; communicates with students, staff and faculty.
• Participates in planning and coordination of events; coordinates scheduling for interpreting services.
• Assists with coordination of the SFCC Volunteer program.
• Coordinates new hire paperwork and maintains digital personnel files and records.
• Initiates related HR transactions into the HR platform (Workday).
• Ensures communication with employees and timely resolution to inquiries.
• Gathers information for reports and reconciles data discrepancies.
• Participates in process improvements and procedural updates.
• Monitors departmental budget; tracks expenditures; reconciles P-Card and expense reports.

Skills

Organizational skills

Interpersonal communication

Report preparation

Data management

Confidential information handling

Project coordination

Microsoft Office

Quality monitoring

Education

Associate’s degree in business administration or related field

Tools

Workday

Job description

Compensation:

Salary Grade: CS115
Minimum Starting Rate: $21.10
Final rate will be determined based on experience, qualifications, and other relevant factors.

This role will be required to work on-site at Santa Fe Community College.

CompensationType:

Hourly

Employment Type:

Regular

FLSA:

Non-Exempt

Scheduled Weekly Hours:

40

Position Summary

The Senior Administrative Assistant provides operational, administrative, and project management support to the Office of Human Resources, Office of Planning and Institutional Effectiveness, and the Center for Professional Learning. This role works on special projects, assists with onboarding new employees, and provides excellent customer service to students, staff and faculty.

Duties & Responsibilities

• Handles sensitive and confidential matters and information with appropriate discretion and judgment; answers basic questions; escalates complex questions.
• Performs research and analysis on specific issues as required, and independently prepares non-routine correspondence and reports
• Assists in the coordination, supervision, and completion of special projects, as appropriate.
• Schedules meetings, prioritizes requests, and screens correspondence, calls, and visitors. Communicates effectively with students, staff and faculty and provides timely response to inquiries.
• Participates in the planning and coordination of program/department events and activities. Coordinates scheduling for interpreting services.
• Assists with coordination of the SFCC Volunteer program.
• Coordinates new hire paperwork and maintains digital personnel files and records to ensure consistent data accuracy.
• Initiates related HR transactions into the HR platform (Workday).
• Ensures communication with employees and timely resolution to their queries.
• Gathers information for the compilation of reports and metrics; assists with the reconciliation of reports and researches and resolves data discrepancies.
• Participates in and provides direct input on the development and recommendation of process-related and procedural improvements, as appropriate.
• Monitors the departmental budget; tracks expenditures; maintains record keeping in accordance with SFCC financial policies; reviews memberships, subscriptions and dues, processes payments, prepares purchase requisitions, orders supplies, and reconciles P-Card and expense reports.
• Performs job-related duties as assigned.

Knowledge, Skills, and Abilities:

• Strong organizational skills, attention to detail, and ability to manage multiple tasks.
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituents in a diverse community.
• Ability to gather data, compile information, and prepare reports.
• Records maintenance skills.
• Ability to use independent judgment and to manage and impart confidential information.
• Ability to plan, develop, and coordinate projects.
• Ability to analyze and solve problems.
• Knowledge of office management principles and procedures.
• Advance proficiency in the use of Microsoft Office applications.
• Must be organized, accurate, thorough, and able to monitor work for quality.
• Ability to maintain high confidentiality and discretion.
• Excellent communication skills, both written and verbal.
• Ability to maintain high accuracy and work quality standards.
• Data management and tracking skills.

Minimum Qualifications:

• Associate’s degree in business administration or related field.
• Three (3) years of relevant experience.
• Relevant experience may be substituted for the degree requirement on a year-for-year basis.

Preferred Qualifications:

• Bilingual in English and Spanish

Physical Demands and Working Conditions:

• Limited physical effort required.
• No or very limited exposure to physical risk.
• Work is normally performed in a typical interior/office work environment.

Schedule Designation:

• This position is located on-campus at Santa Fe Community College.
• Typically, 8:00 a.m. - 5:00 p.m., Monday through Friday. May be required to work evenings and/or weekends.

Best Consideration Date:

Open until filled.

Notice of Background Check and Education Verification:

All offers for employment with Santa Fe Community College (SFCC) are contingent upon a successful completion of a criminal background check. Some positions may require additional educational verification for compliance with accreditation standards.

EEO Statement:

As an EEO employer, Santa Fe Community College will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Santa Fe Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.

ADA Statement:

The SFCC is an EOE and Affimative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), SFCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.

SFCC Recruiting Statement:

Santa Fe Community College is a Hispanic-serving institution, which neighbors the eight northern Indian pueblos in Northern New Mexico. We are committed to attracting and retaining highly qualified and diverse faculty and staff. SFCC strives to make our campus a place where all individuals feel welcome, nurtured, and valued. At the heart of SFCC’s mission – Empower Students, Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad – is a commitment that higher education and opportunity should be open to everyone. SFCC fosters a welcoming environment and a climate of inclusivity for students, faculty, and staff. Join the SFCC team in working to empower students and strengthen community!