Position Title: Admin Asst,Special/Executive

Employee Classification: Admin Asst,Special/Executive

College/Division: Administration and Finance

Department: 501000-HUMAN RESOURCE SERVICES

Internal or External Search: Internal - Open to Regular NMSU employees only (temporary/Term employees not eligible)

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate:  $43,908 - $48,298; To commensurate with qualifications

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  New Mexico State University is seeking a professional and detail-oriented Administrative Assistant to support the Office of Human Resources and the Associate Vice President of Human Resource Services. This role manages scheduling, communications, and special projects while serving as a key point of contact for HR policies and procedures.

If you are organized, resourceful, and skilled professional with a passion for serving students and employees and at supporting executive leadership in a fast-paced environment, we encourage you to apply.

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
This primary responsibility for this position is to provide administrative support to the Office of Human Resources and the Associate Vice President of Human Resources Services. The position provides information regarding human resources policies and procedures; schedules and coordinates appointments, meetings, and activities; assists with departmental programs and projects; prepares and edits reports or other similar documents; prepares, tracks, reviews various records, invoices, etc.; orders and maintains supplies; monitors departmental budgets.

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Bill Dial, bdial@nmsu.edu

Contingent Upon Funding: Not Applicable

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.