Administrative Assistant

SUMMARY: This position is responsible for providing administrative support.

DUTIES AND RESPONSIBILITIES:

• Provides assistance to students and faculty;
• Performs clerical tasks in the data entry function, compiles spreadsheets, etc.;
• Screens and directs telephone, e-mail, and in-person inquiries.;
• Maintains confidential and accurate records and files;
• Maintains program databases; Assists with gathering program data;
• Handles confidential material accurately and in a professional manner;
• Prepares Travel Requests, Vouchers;
• Prepares Purchase Requisitions, Checks Requests and other financial documents;
• Picks up and delivers departmental mail and other documents;
• Attends meetings as assigned for the purpose of taking minutes and/or gathering information as required;
• Prepares Schedule Entry Forms and Schedule Change Forms;
• Coordinates textbook ordering process working with faculty, chairs and bookstore as necessary;
• Collects candidate applications and checks for completeness;
• Prepares communications to students;
• Communicates with students regarding program status; Answers routine student questions and directs students to appropriate academic departments;
• Forwards documentation to appropriate Advisor/Faculty for approval;
• Assists with the gathering of data for CAEP/CACREP Accreditation;
• Assists with gathering of data for outcomes assessment;
• Prepares reports as needed for CAEP/CACREP and Outcomes Assessment;
• Updates Advisors in the Banner System;
• Maintains program handbooks (i.e., Student Handbook and Practicum/Internship Handbook;
• Maintains regular attendance;
• Performs other job-related duties as assigned.

MINIMUM REQUIREMENTS:

• EDUCATION: High School Diploma or GED.
• EXPERIENCE: Three (3) years of experience performing general clerical/administrative assistant work.
• PREFERENCE:
• Associate degree in any field.

EMPLOYMENT REQUIREMENTS:

• Must possess and maintain a valid New Mexico Driver's License;
• Must be willing to travel;
• Must be willing to work overtime as required;
• Must be willing to work flexible schedules as needed.

KNOWLEDGE, SKILLS, & ABILITIES:

• Experience working with Banner (Student Information System) or willingness to learn the system;
• Knowledge of general office practices and procedures;
• Knowledge of preventative maintenance of office machines;
• Knowledge of business communication;
• Knowledge of general office procedures;
• Skilled in Microsoft Office applications including Word, Excel, and Access;
• Skilled with managing webpage content;
• Ability to maintain effective working relationships with faculty, students, University community, and the general public;
• Ability to communicate effectively by having an excellent command of the English language (both oral and writing);
• Ability to follow written and verbal instruction;
• Ability to make independent routine decisions;

PHYSICAL DEMANDS:

• Work is performed in a typical interior/office work environment;
• Repetitive hand motions and prolonged use of computer;
• Must occasionally lift and/or move up to twenty (20) pounds;
• Sitting for extended periods of time;
• Kneel, bend, and stoop.

WORK ENVIRONMENT:

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