Position Title: Admin Asst,Assc

Employee Classification: Admin Asst,Assc

College/Division: DACC Dona Ana CC

Department: 940620-DACC BUSINESS AND PUBLIC SVCS DIV

Internal or External Search: External - Open to all applicants

Location: Doña Ana Community College

Offsite Location (if applicable):

Target Hourly/Salary Rate:  $16.61

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Non-Exempt

Summary:  DACC, a responsive, accessible, comprehensive, learning-centered community college that provides education opportunities to a diverse community of learners is inviting candidates to apply for the following vacant position:

Classification Summary:
Under direct supervision, performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

Classification Standard Duties:
Establishes, maintains, processes, and updates files, records, certificates, and/or other documents. Performs basic, routine bookkeeping functions, which may involve simple billing and cash receipt activities. Performs a wide variety of typing assignments which are sometimes confidential in nature. Operates personal computer to enter data, draft, edit, revise, and print letters, tables, reports, and other materials. Arranges meetings and conferences, schedules interviews and appointments, and performs other duties related to maintaining one or more individual schedules. Makes travel and lodging arrangements, either directly or through travel agencies. Orders, stocks, and distributes office supplies. Performs a range of staff and/or operational support activities. May serve as a liaison with other departments on basic administrative and/or operational matters. Sorts, screens, and distributes incoming and outgoing mail. Drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment. May instruct and oversee the activities of student employees performing the same type of work. Greets and directs visitors, as and when appropriate. Resolves routine administrative problems and answers inquiries concerning activities and operations of department/division; accepts, screens, and routes telephone calls; maintains log of inquiries as required. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:One (1) years of experience related to the standard duties as outlined.; Equivalency:Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of administrative and clerical procedures. Knowledge of supplies, equipment, and/or services ordering and inventory control.; SKILLS:Skill in records maintenance; skill in the use of operating basic office equipment; word processing and/or data entry skills; organizing and coordinating skills; receptionist skills.; ABILITIES:Ability to perform simple accounting procedures. Ability to communicate effectively, both orally and in writing. Ability to maintain calendars and schedule appointments. Ability to understand and follow specific instructions and procedures; ability to maintain confidentiality of records and information. Ability to create, compose, and edit written materials.

Job Duties and Responsibilities
The Administrative Assistant Associate serves as the first point of contact for students, faculty, and visitors, providing front-desk reception and administrative support to ensure smooth daily operations within the division. This role involves managing schedules, maintaining records, assisting with student advising, coordinating faculty and student needs, and supporting various office functions. Strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment are essential.

Key Duties and Responsibilities

Front Desk & Reception
- Serve as the first point of contact, greeting students, faculty, staff, and visitors in the reception area.
- Answer and direct phone calls, providing information and assistance as needed.
- Address student, faculty, and staff inquiries, referring concerns to the appropriate administrator.

Scheduling & Records Management
- Manage lock list each semester, tracking card replacements, removals, and additions.
- Maintain faculty block charts, ensuring accuracy with class schedules, faculty office hours, and classroom assignments.
- Maintain and update mailbox lists based on the class schedule.
- Track, process, and store substitution and waiver forms, obtaining required signatures and ensuring accurate documentation.
- Assist with student advising coordination, including scheduling appointments, tracking availability, and managing advising records.
- Prepare and update graduate lists, ensuring accuracy and processing required approvals.

Administrative & Office Support
- Assist faculty with administrative tasks, including making copies, and processing syllabi submissions.
- Manage incoming and outgoing mail, including sorting and distributing packages.
- Order and track office supplies, ensuring adequate inventory for faculty and staff.
- Coordinate work orders for facilities and IT support as needed.

Meeting & Event Coordination
- Attend and record minutes various Advisory Board meetings, distributing notes to relevant stakeholders.
- Manage and process travel arrangements for faculty and staff, ensuring necessary documentation is created and processed.
- Reserve meeting rooms via Ad Astra and maintain event scheduling accuracy.

Other Responsibilities
- Process orders for faculty/staff name tags and business cards.
- Maintain student advising files, coordinating with advisors to ensure availability and efficient scheduling.
- Assist with graduation review processes, pulling and reviewing student files as necessary.

This position is essential to the daily operations of the division, ensuring a welcoming and efficient environment for students, faculty, and staff.

Preferred Qualifications

- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent communication and interpersonal skills to assist faculty, students, and staff effectively.
- Proficiency in Microsoft Office Suite and scheduling systems.
- Attention to detail and ability to maintain accurate records.
- Ability to work independently and collaboratively in a fast-paced environment.

Special Requirements of the Position

Department Contact:  McKenna Garcia, 575-527-7550, MCGarcia@dacc.nmsu.edu

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is 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.