Position Title: Admin Asst,Special/Executive

Employee Classification: Admin Asst,Special/Executive

College/Division: New Mexico Dept of Agriculture

Department: 180001-NEW MEXICO DEPARTMENT OF AGRICULTUR

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  Commensurate with education and experience

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  New Mexico Department of Agriculture (NMDA) works for the benefit of the state’s citizens and supports the viability of agriculture and affiliated industries. NMDA promotes food protection, a uniform, and fair marketplace, and global marketing and economic development; supports the beneficial use of natural resources; and works cooperatively with public and private sector entities. Opportunities for excellence abound, and NMDA staff dedicate themselves to proactive service in fulfilling the department’s mission. Each division plays an important role in carrying out the goals and objectives. Our rich agricultural history, culture, and traditions are addressed through new and innovative approaches using the latest in science, technology, and economic strategies. In New Mexico, we contribute to the safest and most affordable, and nutritious food supply on the globe.

NMDA is a constitutional agency organized under the Board of Regents of New Mexico State University (NMSU). This unique relationship creates efficiencies and opportunities for New Mexico’s food and agriculture sector as well as service and outreach opportunities for NMSU, making NMDA an integral part of the university. NMDA/NMSU is an equal opportunity and affirmative action employer.

Classification Summary:
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean/VP/CC President or an executive (generally reporting directly to the President) in charge of a specialized central function of the university or community college. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of committees in a support capacity.

Classification Standard Duties:
Provides staff and office support, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, 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 facilities; takes minutes, and provides administrative support and follow up on matters arising from meetings. Composes and prepares highly confidential written documentation and correspondence, which may be legal in nature, for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. Schedules and coordinates appointments and/or travel arrangements, and coordinates and oversees daily office activities. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office. Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Four (4) years of experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of supplies, equipment, and/or services ordering and inventory control. Knowledge of planning and scheduling techniques. Knowledge of academic administrative principles and procedures. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise. Knowledge of office management principles and procedures.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Records maintenance skills. Database management skills. Skill in organizing resources and establishing priorities. Word processing and/or data entry skills.; ABILITIES:Ability to lead and train staff and/or students. Ability to create, compose, and edit written materials. Ability to coordinate and organize meetings and/or special events.

Job Duties and Responsibilities
The position provides administrative and coordination support to both the Director / Secretary & Deputy Director / Secretary with the agency head reporting to the Board of Regents. The position interacts with both State and Federal elected officials on a regular basis along with key agriculture industry leaders as well as the general public. The position oversees process for special functions such as coordination administrative rule making, records retention, Inspection of Public records compliance and legislative tracking.

Preferred Qualifications

Special Requirements of the Position
Cover Letter, and Resume are required

Department Contact:  Cheryl Mason-Herrera, 646-7523,cmason@nmda.nmsu.edu

Contingent Upon Funding: Contingent upon funding

Bargaining Unit Eligibility: This is NOT 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.