Position Title: Admin Asst, Inter

Employee Classification: Admin Asst,Inter

College/Division: Arts and Sciences College

Department: 330850-GOVERNMENT

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  Commensurate with qualifications

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Non-Exempt

Summary:  The Department of Government is seeking a highly organized and motivated Administrative Assistant to provide comprehensive administrative and operational support. Key responsibilities include coordinating the hiring process for graduate and research assistants, processing travel reimbursements and payment requests, preparing and managing financial reports, and supporting departmental leadership. The role also involves facilitating communication with undergraduate and graduate students, assisting with event coordination, and maintaining up-to-date departmental communications and bulletin boards. The ideal candidate will demonstrate strong attention to detail, excellent communication skills, and a commitment to supporting academic operations.

Classification Summary:
Under direct supervision, provides administrative support to an Academic Department Head/Director or equivalent level supporting a department or group of professionals. Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs, or tables. Receives and responds to routine correspondence following established procedures not requiring management review. Requires the ability to exercise independent judgment and employ basic reasoning skills.

Classification Standard Duties:
Provides administrative/secretarial support such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries; Schedules and coordinates meetings, events, interviews, and appointments, for supervisors, which may include coordinating travel and lodging arrangements; Leads and trains lower graded staff and/or student employees, as required; Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems; Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings; Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed; Requisitions supplies, printing, maintenance, and other services; Assists unit management and staff in problem solving, project planning, and development and execution of stated goals and objectives; Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division bookholder and/or paymaster; may manage petty cash disbursements and reconciliations; Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports; Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to routine written inquiries; Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:Three (3) 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; Knowledge of general accounting principles.; SKILLS:Records maintenance skills; Database management skills; Word processing and/or data entry skills; Organizing and coordinating skills; Receptionist skills.; ABILITIES:Ability to gather data, compile information, and prepare reports; Ability to communicate effectively, both orally and in writing; Ability to gather and analyze statistical data and generate reports; Ability to maintain calendars and schedule appointments; Ability to analyze and solve problems; Ability to lead and train staff and/or students; Ability to make administrative/procedural decisions and judgments; Ability to create, compose, and edit written materials; Ability to record and transcribe meeting minutes.

Job Duties and Responsibilities
Hire GA/RA for academic periods, including completing offer letters, routing for signatures, and completing the EPAF process. Process travel reimbursements and other payment request forms for faculty. Complete tasks for the Department Head as requested. Pull budget reports monthly and keep the Department Head apprised of the department's financials. Communicate with undergraduate and graduate students regarding events and academic information via email. Host events throughout the year, such as scholarship and graduate receptions. Assist students as needed. Keep departmental bulletin boards updated with relevant information.

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Thaddieus Conner, 575-646-2086, conner03@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.