College of Fine Arts Senior Administrative Assistant

Eastern New Mexico University; Portales (NM); On-site; USD 35,000 - 55,000; Full time

Job summary

Eastern New Mexico University in Portales, NM seeks a College of Fine Arts Senior Administrative Assistant to provide administrative services for the unit, exercising independent judgment. Under the general direction of the Dean of the College of Fine Arts, the role handles calendars, meetings, travel, budgets, supervision of staff, and data entry for FLAC process.

Minimum requirements include a high school diploma and at least two years of related experience; strong organizational and

Qualifications

• High school diploma or equivalent; minimum two years of related experience.
• Strong written and verbal communication skills.
• Ability to manage calendars and coordinate meetings.
• Ability to handle confidential information and maintain filing systems.

Responsibilities

• Perform routine administrative duties such as word processing/typing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings.
• Operate a personal computer to enter data, compile and type reports, and prepare letters and general correspondence.
• Provide administrative support to carry out the unit's mission.
• Maintain supervisor's appointment calendar and adjust schedules as needed for emergencies or unforeseen events.
• Arrange meetings and conferences: prepare agenda, reserve rooms, assemble information, and distribute minutes.

Skills

Office management

Policy interpretation

Report writing

Data entry

Workflow coordination

Interpersonal skills

Education

High school diploma or equivalent

Job description

Position Overview

Position Summary:

Under the general direction of the Dean of the College of Fine Arts, the College of Fine Arts Senior Administrative Assistant will provide responsible administrative services for the unit, exercising independent judgment and initiative.

Requirements

Duties and Responsibilities:

• Perform routine administrative duties such as word processing/typing, filing, verifying information, coordinating the flow of documents, and scheduling events and meetings
• Operate a personal computer to enter data, compile and type reports, and prepare letters and general correspondence
• Provide responsible administrative support in order to carry out the mission of the unit
• Maintain supervisor's appointment calendar and adjust schedules as needed for emergency or unforeseen events
• Arrange meetings and conferences: to include preparing agenda, reserving meeting rooms, assembling and summarizing information required for coverage of agenda items, preparing and distributing minutes reflecting business covered to appropriate individuals
• Review, sort, and distribute incoming mail
• Receive, screen, and, as necessary, refer telephone calls to appropriate offices
• Organize and maintain office files, including confidential materials
• Monitor budget information
• Make necessary travel and hotel reservations and assemble business materials needed
• Oversee and assign work to office assistants and review completed work
• Oversee and provide guidance to staff personnel in the unit
• May be required to oversee the unit's assessment system and/or website
• Work with department chairs and department administrative assistants to carry out the mission of the unit
• Data entry for FLAC process
• Regular and predictable attendance required
• Perform other related duties as assigned

Minimum Job Requirements:

A high school diploma or equivalent certificate and a minimum of two years' experience directly related to the duties specified are required.

Knowledge, Skills, and Abilities:

• Thorough knowledge of office management policies, methods, and procedures
• Ability to independently interpret a wide variety of policies and procedures
• Ability to write clear and concise reports
• Ability to gather data and complete routine assignments independently with general instructions
• Ability to plan and organize the workflow of the unit
• Ability to establish and maintain cooperative working relationships with faculty, administrators, and others
• Ability to work in an environment of constant interruptions via telephone and walk-in traffic

Working Conditions

Physical Demand and Working Conditions:

• Work is performed inside during normal work hours
• Work is sedentary in nature that at times requires exerting up to 10 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Occasionally requires up to 25 pounds of force 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, and 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].