Department Contact: Maria Hernandez, 575-646-7598, mgh1@nmsu.edu

Internal or External Search: External - Open to all applicants

Advertising Summary: The University Financial Aid and Scholarship Services department is looking for a dynamic, proactive individual with excellent organizational and communication skills, capable of handling multiple tasks efficiently in a fast-paced environment.

Position Details

Position Title: Administrative Assistant Senior

College/Division: Student Enrollment and Success

Department: 521040-UNIV FIN AID & SCHOLARSHIP SVCS

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: 19.28

Appointment Full-time Equivalency: 1.0

FLSA Status: Non-Exempt

Bargaining Unit Announcement: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Contingent Upon Funding: Not Applicable

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Job Duties and Responsibilities: The Administrative Assistant Senior serves as a key liaison between the office, students, and external constituencies, handling administrative, financial, and human resources functions for the department. This role supports day-to-day operations, coordinates meetings, manages financial transactions, and ensures effective communication and record-keeping within the office. The Admin Asst Sr will manage budgets, process travel arrangements, and oversee the department's HR-related activities. This position requires a dynamic, proactive individual with excellent organizational and communication skills, capable of handling multiple tasks efficiently in a fast-paced environment. Other duties as assigned.

Administrative Support: Serve as the primary point of contact for phone calls, visitor greetings, and administrative inquiries. Organize, schedule, and facilitate departmental meetings, special events, and appointments, including coordinating venues, attendance, agendas, and logistics. Take meeting minutes and follow up on action items arising from meetings. Maintain and update departmental calendars, including the Monthly Processor Calendar and staff training spreadsheets. Process purchasing requests through AggieMart and complete receiving. Input work order requests via the AIM system for facilities maintenance. Distribute daily incoming mail and ensure effective records management and retention. Participate in weekly managers' meetings and assist in preparing agendas and meeting minutes. Coordinate and manage office supplies, equipment, and facilities, ensuring smooth day-to-day operations.

Finance Support: Monitor and manage Perkins Loans via ECSI, including renewing purchase orders and routing invoices for payment. Process travel advances and expense reports, ensuring compliance with financial policies. Reconcile departmental budgets, including operating, consumer, salaries, and Perkins budgets. Manage PCard reconciliation and submit monthly packets with appropriate documentation. Process conference and training registrations, including payments for NASFAA, SWASFAA, and other relevant professional organizations. Track membership renewals for relevant associations (NASFAA, NMASFAA, SWASFAA).

Human Resources Support: Assist with the onboarding process for new employees, including setting up work areas, completing new employee forms, and verifying I-9/E-Verify status. Process hiring actions and reclassifications through the Talent Acquisition System (PageUp). Request and monitor security access for new employees and ensure appropriate office space and resources are provided. Complete personnel action forms (PAFs) and submit via Team Dynamix. Manage corrections to employee timesheets and leave reports, ensuring accuracy and compliance with department policies.

Other Responsibilities: Assist the front office during high-traffic times (e.g., beginning of the semester) by answering phones and responding to emails. Review and process agency payment and withdrawal requests through the Aggie Service Desk. Route journal vouchers for appropriate approvals and ensure accurate financial documentation. Provide exceptional customer service to students, particularly during busy periods, and direct inquiries to the Director as needed.

Qualifications

Required Education and Experience: 
High School diploma + 4 years of relevant experience or an Associate's Degree + 2 years of relevant experience.

Equivalent Qualifications: 

Preferred Qualifications: 

Special Certification/Licensure: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: Light physical effort. Effort applies to no more than two (2) hours per day.

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.