Senior Administrative Assistant/Records

PeopleAdmin, Inc.; Las Vegas (NM); On-site; USD 22,000 - 26,000; Full time

Job summary

New Mexico Highlands University is seeking a Senior Administrative Assistant/Records to provide administrative support to the Director of Human Resources/Payroll and staff. You will coordinate meetings, manage records, and assist with fiscal tasks while serving as a primary contact for internal and external constituencies.

The role involves supervising staff and student workers, handling sensitive information, and supporting department operations, including event planning and data management.

Qualifications

• High School Diploma or GED with at least 3 years related experience.
• Degree(s) from accredited institution may substitute experience year-for-year.
• Experience with Ellucian Banner and/or PeopleAdmin preferred.

Responsibilities

• Screen and handle telephone communications; greet visitors; act as primary liaison.
• Organizes meetings and special events; schedules, venues, agendas, and takes minutes.
• Prepares written documentation and correspondence; screens and responds to inquiries.
• Monitors and assists with fiscal administration including budgets, grants, payroll, travel, and purchasing.
• Coordinates job postings, applicant communications, and interview logistics; assists searches.

Skills

Planning and scheduling

Inventory control

Interpersonal communication

Confidentiality

Database management

Accounting principles

Office software

Leadership

Education

High School Diploma or GED

Associate’s Degree

Tools

Ellucian Banner

PeopleAdmin

Job description

Position

Senior Administrative Assistant/Records

Job Type

Regular

Contract

Full Time/Part Time

Position Summary

The incumbent for this position provides administrative and operational support to the Director of Human Resources/Payroll and the staff. This position serves as the first point of contact providing excellent customer service by demonstrating a commitment to the University core values of excellence, responsiveness, diversity, and accessibility. Under general supervision, the Senior Administrative Assistant coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean or department director. Assignments may be confidential in nature. Provides and coordinates staff and office support. Coordinates and plans special events and meetings. May serve on a variety of committees in a support capacity. Facilitates and administers the day-to-day operations of the department or of a multi-faceted, self-contained operating unit/division. Develops and manages projects to help achieve the mission and goals of the director or department. Serves as the primary point of contact for internal and external constituencies. Leads and guides administrative support staff, may independently administer a defined program initiative or service operation for the unit.

Duties and Responsibilities

• Provides support for the Director and staff of the office of Human Resources, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues;
• Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilitates; takes minutes, and provides administrative support and follow-up on matters arising from meetings;
• Composes and prepares written documentation and correspondence for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate;
• Monitors, reconciles, and assists with fiscal administration for the unit, including but not limited to budgets, funding, grants, contracts, payroll, employment, travel, and/or purchasing; may assist with fiscal planning, including participating in seeking alternate sources of funding;
• Researches information, compiles statistics, and gathers and computes various data; prepares special and/or one-time reports, summaries, or replies to inquiries, selecting relevant data from a variety of sources;
• Develops and manages projects to ensure efficient service and to achieve the mission and goals of the department;
• Serves as a primary point of contact between the office and internal/external constituencies; provides information and performs problem solving on a range of issues;
• Provides administrative assistance with student, faculty and/or staff searches, as appropriate, to include initiating posting job descriptions, logging employment applications; preparing applicant acknowledgements and interview documents, coordinating interview logistics, and coordinating search documentation;
• Schedules and coordinates appointments and/or travel arrangements, and coordinates and oversees daily office activities;
• Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office;
• Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions;
• Carries out and coordinates administrative activities associated with operations of office and/or department.
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities;
• Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops;
• May serve as Campus Security Authority as outlined by the Clery Act;
• Performs miscellaneous job-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 and/or PeopleAdmin.

Knowledge, Skills, and Abilities

• Knowledge of planning and scheduling techniques;
• Knowledge of supplies, equipment, and/or services ordering and inventory control;
• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise;
• Records maintenance skills;
• Database management skills;
• Knowledge of general accounting principles;
• Ability to communicate effectively, both orally and in writing;
• Ability to analyze and solve problems;
• Demonstrated ability to maintain confidentiality and act with discretion at all times;
• Skills in the use of database management, word processing, spreadsheet, and/or presentation software;
• Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise;
• Skill in organizing resources and establishing priorities;
• Ability to lead and train staff and/or students;
• Word processing and/or data entry skills;
• Ability to create, compose, and edit written materials;
• Knowledge of office management principles and procedures;
• Ability to coordinate and organize meetings and/or special events;
• Knowledge of academic administrative principles and procedures.

Physical Demands

• Repetitive hand motion and prolonged use of computer;
• Sitting for extended periods of time;
• No or very limited physical effort required.
• Work is performed in a typical interior/office work environment;
• Work with frequent interruptions;
• No or very limited exposure to physical risk.

Pay Rate

Pay Rate $17.37 per hour

Work Location/Campus Center

Work Location/Campus Center Las Vegas, NM Campus

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