Administrative Assistant

Position Administrative Assistant Full Time / Part Time Part Time Job Type Regular Position Summary The incumbent for this position provides administrative and operational support to the SomosSTEM grant Principal Investigator and grant team. 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 Administrative Assistant coordinates, oversees, and / or performs a wide variety of administrative support activities for the principal investigator and grant team. Provides support for and coordinates faculty, staff, student, and community partner participants. Coordinates and plans special events and meetings. Facilitates and administers the day-to day operations of the grant program. Develops and manages projects to help achieve the mission and goals of the grant. Serves as the primary point of contact for internal and external constituencies. Leads and guides student leaders in the program, may independently administer a defined program initiative or service operation for the program. Duties and Responsibilities

• Provides support for the principal investigator and grant team, to include screening and handling telephone communications, greeting and directing participants, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the grant program, 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 program; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate;
• Monitors, reconciles, and assists with fiscal administration for the program, including but not limited to budgets, funding, contracts, payroll, employment, travel, and / or purchasing; may assist with fiscal planning;
• 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;
• Attends and takes minutes for grant team organizing and planning meetings;
• 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;
• Schedules and coordinates appointments and / or travel arrangements, and coordinates and oversees daily office activities;
• Gathers, enters, and / or updates data to maintain grant records and databases for program evaluation, as appropriate; establishes and maintains files and records for the office;
• Leads and guides the work of student employees, as appropriate; may participate in training and evaluative sessions;
• Carries out and coordinates administrative activities associated with operations of the program;
• Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the program, as appropriate, to include 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. Minimum Job Requirements
• High School Diploma or GED; at least 2 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 Emburse Enterprises (Chrome River).
• Experience serving diverse community and / or student populations. Special Conditions for Eligibility Knowledge, Skills, and Abilities
• Knowledge Ability to relate positively and effectively with students, community partners, staff, and faculty.
• 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. Working Environment
• Work is performed in a typical interior / office work environment;
• Work with frequent interruptions;
• No or very limited exposure to physical risk. Pay Rate 21.00 per hour 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 [email protected] Visit the link below for more information regarding affirmative action and equal opportunity : Equal Employment Opportunity is THE LAW Posting Detail Information Posting Number AS978P Open Date 01 / 30 / 2023 Close Date Open Until Filled Yes Special Instructions to Applicant A complete online application must include : 1) Letter of interest / cover letter; 2) Resume; 3) Three (3) professional references in online application, and; 4) copies of unofficial transcripts. Candidates who are invited for on-campus interviews will be required to submit official transcripts. References will be contacted in conjunction with on-campus interview. Upload required materials with online application. Questions about the position can be directed to Dr. Sarah Corey-Rivas, [email protected]. For disabled access or services, call (505) 454-3242 or contact Human Resources at [email protected] NMHU IS AN EQUAL OPPORTUNITY EMPLOYER Quick Link https : / / nmhu.peopleadmin.com / postings / 9645