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Date:        May 23, 2022                                                              Application Deadline: Open until filled

 

Position Title:  Administrative Assistant                          FLSA:  Non-Exempt

 

Department:   College of Business Administration

 

Rate:  Commensurate with education and experience

 

SUMMARY:  The Administrative Assistant assists faculty, staff, and students in the College of Business Administration with clerical and administrative duties in order to effectively deliver the academic programs to students.

 

DUTIES & RESPONSIBILITIES:

  • Provide administrative assistance for the College of Business Administration.
  • Provide administrative assistance to the Dean, the Program Director, and all full-time, part-time, and adjunct faculty teaching in the College of Business Administration.
  • Provide initial contact between the department and customers (students, faculty, staff, and general public) by answering phones, answering questions, taking messages, greeting visitors, and distributing general information regarding programs and courses. Screen and prioritize calls when necessary.  Relay messages to appropriate persons.
  • Manage calendars, and make travel and meeting arrangements.
  • Operate office machines as needed in the performance of duties, including personal computer, printer, copier, fax machine, binding machine, and calculator.
  • Assist with inventory of department supplies and equipment, prepare purchase requests for supplies, and prepare forms necessary for departmental administrative support.
  • Assist in monitoring departmental budget(s) through knowledge of ordering system, tracking purchase requisitions, purchase orders, shipping documents, invoices, bookstore purchases, storeroom requisitions, and other financial documents approved by supervisor.
  • Assume primary responsibilities for pick-up and distribution of mail.
  • Prepare degree plan packets and distribute them as needed.
  • Assist with the coordination of student orientations.
  • Assist with correspondence, reports, proposals, and manuscripts written by any faculty member, director, or Dean.
  • Assist with annual reports for regulatory and accrediting bodies.
  • Set up and maintain all student files.
  • Assume responsibility for tracking and compiling data for enrollment and potential graduates.
  • Perform weekly well checks on classroom equipment, tables, chairs, printers, etc.
  • Proctor test-taking for faculty or adjunct faculty when needed.
  • Prepare contracts for the College of Business Administration.
  • Maintain minutes and files for all College of Business Administration meetings (interdepartmental and advisory board meetings).
  • Prepare letters of appointment, assist faculty with book adoptions, and enter program schedules each semester.
  • Assist students with registration activities.
  • Assist adjunct faculty with instructional related tasks as needed.
  • Coordinate evening courses to include work orders and assistance to full-time, part-time, and adjunct faculty.
  • Help oversee work-study students.
  • Perform other related duties as appropriate or required.

MINIMUM JOB REQUIREMENTS

  • High School or GED diploma.  Three years of general clerical secretarial experience.
  • Proficient in MS Office Suite

 

PREFERRED QUALIFICATIONS:

  • AA degree
  • Experience as an Administrative Assistant
  • Experience working in a Higher Education environment

 

KNOWLEDGE, SKILLS, and ABILITIES:

  • Ability to provide exceptional customer service;
  • Knowledge of supplies, equipment, and/or services ordering;
  • Ability to create, compose, and edit written materials;
  • Skill in the use of operating office equipment;
  • Ability to understand and follow specific instructions and procedures;
  • Records maintenance skills;
  • Ability to maintain the confidentiality of records and information;
  • Computer proficiency in MS Windows and MS Office including Access, Excel, Word, and Adobe Acrobat preferred;
  • Ability to communicate effectively both orally and in writing; Bilingual preferred;
  • Excellent interpersonal communication skills and the ability to work well with all levels of management, students, faculty, and staff, as well as outside clients and vendors;
  • Sensitivity to confidential matters is required.
  • Ability to coordinate office activities and to multi-task effectively.

 

PHYSICAL DEMANDS:

  • Limited physical effort required;
  • Occasional prolonged standing is required;
  • Occasional lifting up to 25 pounds;
  • No or very limited exposure to physical risk.

 

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

 

APPLICATION PROCEDURE:  A complete application must include:  1) a letter of interest; 2) a resume; 3) names/address/telephone numbers of 3 professional references

 

Required application materials should be sent to:  humanresources@nnmc.edu.

 

NNMC IS AN EQUAL OPPORTUNITY EMPLOYER

 

 

Northern offers over 50 bachelor's, associate and certificate programs in STEM (Science, Technology, Engineering & Math); Nursing and Health Sciences; Liberal Arts and Humanities; Arts, Film & Media; Business Administration; Teacher Education and Technical Trades.
Northern New Mexico College is the most affordable 4-year college in the Southwestern US. Choose us for our value, our quality degree and continuing education programs in diverse areas of study, and our experienced faculty. We provide students with unique opportunities for academic, personal, and professional growth, small class sizes, personalized attention, and strong hands-on experiences from day one.
The Northern Foundation remains committed to stimulate leadership, promote equity, and grow resources and philanthropy in the Española Valley and surrounding rural areas. Over the past twenty years, we have granted $1.3 million to support over 1,250 NNMC students.