Senior Administrative Assistant

Position Senior Administrative Assistant Full Time/Part Time Full Time Job Type Regular Position Summary

This position is responsible for providing professional administrative support with all non-academic processes and is expected to become well-acquainted with the Counseling Program and its three concentrations in order to provide assistance to faculty, and prospective and current students. Additionally, the position calls for researching, prioritization, and follow-up on multiple issues and concerns addressed to the Counseling Department. Candidate must be able to work independently and develop institutional knowledge to assist the Chair which is a rotating position.

Duties and Responsibilities

Operations:

• Oversee and coordinate the day-to-day activities of the office to include implementation of effective operating policies, procedures, and systems;

• Research and prioritize incoming issues and determine an appropriate course of action, referral, and/or response;

• Maintain confidential files for the office; organize and archive necessary departmental, school, and university records and files;

• Become familiar with the Student Handbook and all other university policies and procedures;

• Supervise work-study student(s);

• Department liaison:

• Provide assistance to faculty related to procedures for general operations between the Counseling Department and all other University departments;

• Answer routine telephone, e-mail, and in-person inquiries and direct individuals to appropriate academic and business departments;

Calendaring & paperwork:

• Develop and maintain a calendaring system, and communicate semester and annual deadlines for department, school, university, and accreditation;

• Prepare Travel Requests, Vouchers, Purchase Requisitions, Checks Requests and other financial documents;

• Prepare Schedule Entry Forms and Schedule Change Forms;

• Follow textbook ordering process working with faculty and bookstore as necessary;

• Create and maintain progress files on students (application to graduation);

• Assist with preparation and tracking student documentation through the approval process with confirmation of completion;

• Data collection and processing

• Take minutes at committee meetings and maintain meeting documentation including a decisions log;

• Work with the appropriate offices to access data as needed for reports;

• Assist with gathering program data for departmental review, outcomes assessment, and accreditation;

• Maintain regular attendance; and,

• Perform miscellaneous job-related duties as assigned.

Minimum Job Requirements

EDUCATION: Associate's Degree

EXPERIENCE: Three (3) years of experience performing general clerical/administrative assistant work.

Preferred Qualifications

Bachelor's Degree.

Experience in Higher Education.

Special Conditions for Eligibility Knowledge, Skills, and Abilities

• Knowledge of office management principles and procedures;

• Skilled in the use of database management, word processing, spreadsheet, and/or presentation software;

• Skilled in organizing resources and establishing priorities;

• Ability to communicate clearly and professionally in both written and verbal form;

• Ability to maintain effective working relationships;

• Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community;

• Knowledge of planning and scheduling techniques;

• Knowledge of supplies, equipment, and/or services ordering and inventory control;

• Skilled with managing webpage content;

• Experience working with Banner (Student Information System) or willingness to learn the system;

• Records maintenance skills;

• Ability to analyze and solve problems;

• Demonstrated ability to maintain confidentiality;

• Ability to lead and train staff and/or students; and,

• Ability to coordinate and organize meetings and/or special events.

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 for forty (40) pounds.

• Sitting for extended periods of time.

• Kneel, bend, and stoop.

Working Environment

• Work is performed in a typical interior/office work environment.

• Work with frequent interruptions.

Pay Rate $20.00 DOE Work Location/Campus Center Negotiable 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 hr@nmhu.edu

Visit the link below for more information regarding affirmative action and equal opportunity:

Equal Employment Opportunity is THE LAW

Posting Detail Information

Posting Number AS845P Open Date 10/09/2023 Close Date Open Until Filled Yes Special Instructions to Applicant Quick Link https://nmhu.peopleadmin.com/postings/8988