Position Title: Admin Asst,Sr

Employee Classification: Admin Asst,Sr

College/Division: Facilities and Services

Department: 500450-FS ACCOUNTING

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:  19.28

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Non-Exempt

Summary:  Take the next step in your career and help us shape the future of NMSU Facilities and Services. Join us as a Senior Administrative Assistant and make a difference!

Classification Summary:
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities supporting the level of non-academic college dean or an Assoc-Asst VP of a centralized function for the university or community college. Assignments may be confidential in nature. 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 for the non-academic college dean or an Assoc-Asst VP of a centralized function for the university or community college, 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 written documentation and correspondence 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. Carries out and coordinates administrative activities associated with academic affairs, such as tenure, contracts and promotion of faculty reporting to the dean as appropriate. 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:High School diploma or GED certificate.; Required Experience:Five (5) 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 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
As a Senior Administrative Assistant, you will play a pivotal role in supporting the Associate Vice President of Facilities and Services and the FS Senior Administration. You’ll have the opportunity to manage a diverse range of administrative activities, contributing to the smooth operation of our department. Your responsibilities will include providing essential office support, coordinating special events, and participating in various committees, all while handling confidential assignments with discretion. Backup support for Facilities & Services Work Order / Reception Desk.

Preferred Qualifications

Knowledge of AiM Work Order System. Extensive knowledge of MS Office Suite. Knowledge of NMSU Pcard processing.

Special Requirements of the Position

Department Contact:  Donna Johnson, 575-646-4320, donjohns@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.