Exec Asst, General Counsel

Position Title: Exec Asst, General Counsel

Employee Classification: Exec Asst,Pres/Exec VP Prov

College/Division: President's Office

Department: 480200-UNIVERSITY GENERAL COUNSEL

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: Commensurate with qualifications.

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Exempt

Summary: The Office of University General Counsel, New Mexico State University, invites qualified candidates to apply for an open legal assistant position.

The successful applicant will independently respond to all forms of information requests (IPRA, discovery, and subpoenas) with limited attorney supervision. Knowledge of IPRA, FERPA, HIPAA, and evidentiary rules is necessary to perform the duties of the position. Additional legal administrative duties are detailed on the NMSU webpage address provided below.

Past experience in higher education and responding to IPRA and discovery requests is preferred. Applications must be submitted electronically. NMSU is an Equal Opportunity and Affirmative Action employer.

Classification Summary:

Manages and oversees the day-to-day constituency services and administrative support activities of the University Office of the President or Executive Vice President and Provost. Acts as the primary point of contact for both internal and external constituencies, assists and represents the President or Executive VP/Provost in communicating with constituents, and handles multiple incoming issues and concerns addressed to the office, as they arise.

Classification Standard Duties:

Oversees and coordinates the day-to-day activities of the office administrative support staff, to include implementation of effective operating policies, procedures, and systems. May supervise administrative support staff which may include:work allocation, training, promotion,problem resolution; performance evaluation and recommendations for personnel actions; motivating employees to achieve peak productivity and performance.Serves as the primary point of initial contact for internal and external constituencies on all matters pertaining to the office.

Provides assistance and representation as appropriate in communicating with internal and external constituents. Independently researches, prioritizes, and follows up on multiple incoming issues and concerns, including those of a sensitive and/or confidential nature; determines appropriate course of action, referral, and/or response. Manages and oversees all day-to-day accounting, fiscal control, secretarial, and administrative activities of the office.

Provides assistance in the understanding and interpretation of University policies and procedures, as appropriate, and ensures that office operations are in compliance with policy provisions and standards. Manages a variety of special projects, some of which may have institutional impact. Participates in various committees and professional organizations. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency

Education- Bachelor's degree in a related field.

Six (6) years of professional experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services

Knowledge, Skills and Abilities

KNOWLEDGE:Knowledge of office management principles and procedures. Knowledge of faculty and/or staff hiring procedures.; SKILLS:Skill in organizing resources and establishing priorities.

Information research, analysis, and evaluation skills. Employee development and performance management skills.; ABILITIES:Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse community. Ability to effectively and efficiently handle multiple, simultaneous, and complex tasks and projects. Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.

Job Duties and Responsibilities

Independently respond to all forms of information requests (IPRA, Discovery, Subpoenas) with limited supervision and assistance from responsible attorneys. This job will require a general understanding of N.M.

IPRA law, FERPA, HIPAA, and the N.M. Rules of Evidence. Will independently perform reviews of IPRA request for adherence to law.

Determine the scope of records responsive to requests (IPRA, discovery, subpoenas), disseminate requests to appropriate records custodian; and review the records produced by the custodians to confirm that they are responsive to the request. Communicate and initiate negotiations with requesters, records custodians and other stakeholders, as appropriate, to clarify the scope of responsive records. Must make final determinations on all records requests. Other duties include, but are not limited to, design and teach IPRA training class to all records custodians, telephone and in person interactions with all levels of University employees and members of the general public, drafting correspondence, managing electronic and physical filing system, legal administrative duties and other administrative duties as assigned.

Preferred Qualifications

Experience and ability to timely respond to public records (IPRA) requests.

Past Higher Education experience, especially in a legal setting.

Experience in answering discovery responses and knowledge of processes.

Knowledge of New Mexico Risk Management Division procedures.

Ability to protect confidentiality of sensitive legal and personnel maters.

Proficient with use of Microsoft Office suite applications including Word and Outlook.

General office management skills including word processing, filing and file organization and tracking, ordering and stocking supplies, scheduling, covering telephones and general office organization.

Represent the University General Counsel office in a professional manner.

Special Requirements of the Position

Legal Assistant or Paralegal Certification is preferred.

Department Contact: Estela Heredia, 646-3499, eheredia@nmsu.edu

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.

Recruitment Summary

We are New Mexico's land-grant institution and a comprehensive research university dedicated to teaching, research public service and outreach at all levels. NMSU is a welcoming community of talented faculty, staff and students who are working together to make a difference.

We are a NASA Space Grant College, a Hispanic-serving institution (HSI), a minority-serving institution (MSI) and home to the first Honors College in New Mexico. We offer an accessible education that shapes bright futures.

NMSU provides learning opportunities to a diverse population of students and community members at four campuses, Cooperative Extension offices located in each of New Mexico's 33 counties, 12 research and science centers, and through distance education.

NMSU Main Campus

Located in Las Cruces, NM, New Mexico State University's 900-acre main campus is located at the crossroads of I-10 and I-25 in the Southwestern United States. As a thriving center of higher education, deeply rooted in the regional tradition, its role as a comprehensive university is recognized throughout the state.

Doña Ana Community College

Founded in 1973 in collaboration with local school districts to support occupational education, DACC is now a leading community college that provides transformative educational opportunities that meet the workforce needs of Doña Ana County. With a focus on access, innovation and excellence, DACC offers over ninety degrees and certificates, adult education, specialized workforce training, and small business assistance.

Alamogordo Campus

Established in 1958 to serve the needs of the airmen and families stationed at Holloman Air Force Base located only 10 miles west of Alamogordo, NMSUA is a community college with a long history of excellence that is supported by a caring community of hard-working students and dedicated faculty and staff. The campus is situated "on the hill" above Alamogordo and provides inspiring views of the city and the Tularosa Basin, offering the perfect venue for creative and motivated learning.

Grants Campus

NMSU Grants was established as a branch of New Mexico State University in 1968 through the cooperative efforts of New Mexico State University and Grants Municipal Schools. As a two-year branch community college, NMSU Grants serves the local communities in Cibola and McKinley counties, including the Pueblos of Acoma, Laguna, and Zuni, as well as Tohajiilee, San Mateo, San Rafael, Cubero, the City of Grants, and the Village of Milan.

Special Instructions to Applicants

The electronic application is the official document that will be used to qualify applicants. Paper/email documents will not be accepted. Required documents must be attached to this application.

EEO Statement

NMSU is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities, and veterans are strongly encouraged to apply. NMSU is an equal opportunity and affirmative action employer.