Academic Services Administrative Assistant

Job description

Position Overview

Position Summary:

Under limited supervision, perform a variety of office support functions on a regular basis, including composing and processing a variety of standard documents and correspondence, maintaining records, coordinating the flow of documents, and scheduling calendar items and events.

Requirements

Duties and Responsibilities:

Perform a range of operational support activities and serve as a liaison with other departments on administrative and/or operational matters

Answering and directing phone calls, and maintaining the office Academic Services Outlook email and calendar

Greet and direct visitors and, when appropriate, resolve routine problems and answer inquiries concerning activities and operations of the programs, accept, screen, and route communications, and maintain a log of inquiries

Monitor departmental budget(s) and perform routine record keeping duties

Support academic committees assigned, including verifying submitted documents, coordinating the flow of documents and scheduling, attending meetings, recording the official minutes, and maintaining documentation.

Operate a personal computer to enter data, compile and type reports, and prepare letters and general correspondence

Order, stock, and distribute office supplies

Participate in cross-training within the office and in other Academic Affairs offices, including Academic Affairs, Graduate School, and International offices.

Perform data entry in the Banner system, DegreeWorks, and in other electronic platforms that support catalog (Undergraduate and Graduate) and curriculum revision processes.

Assist with the implementation of special events and initiatives (on/off campus)

Regular and predictable attendance is required

Perform other related duties as assigned

Minimum Job Requirements:

High school diploma or GED certificate

At least six months of job experience in a professional office environment

Knowledge, Skills, and Abilities:

Applicant must be proficient in Microsoft Office Suite (i.e., Word, Excel, Teams, PowerPoint, Outlook, etc.)

Experience using Adobe Creative Suite, including InDesign is preferred

Experience using ENMU software programs is preferred (i.e., Navigator/SSB Banner and Argos)

Knowledge of ENMU's policies, programs, and academic structure

Knowledge of the general format, content, and use of the university's catalogs

Knowledge of office management policies, methods, and procedures

Strong interpersonal and communication skills and the ability to work professionally and effectively with a wide range of constituencies in a diverse community

Ability to establish and maintain cooperative working relationships with faculty, administrators, and others

Strong organizational skills, including organization and tracking of projects and maintaining organization of electronic files.

Ability to meet deadlines while working in an environment of constant change

Ability to perform routine and moderately complex clerical tasks accurately

Ability to research community colleges and identify contacts at programs

Ability to understand and convey procedures and regulations established

Ability to maintain confidentiality of records and information

Ability to communicate effectively, both orally and in writing

Ability to work independently, exercise creativity, be attentive to detail, and maintain a positive attitude

Working Conditions

Physical Demand and Working Conditions:

Work is performed during normal work hours (Monday through Friday, 8 a.m. to 5 p.m.). On occasion, the job may require some evening or weekend hours.

Work is sedentary in nature that at times requires exerting up to 10 pounds of force occasionally and/or a consistent amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects.

Essential Functions: (As defined under the Americans with Disabilities Act, these include the aforementioned duties and responsibilities, minimum job requirements, knowledge, skills, and abilities, as well as physical demands and working conditions. This is not necessarily an all-inclusive listing.

Additional Information

Application Review Date:

Condition of Employment: Must pass a pre-employment background check.

Electronic Application Instructions: Electronic applications should be submitted through the "Apply" link at the top of this page. Please attach the following required documents to your electronic application:

Required Documents:

Letter of Interest

Contact information for three references (blind or off-list reference checks may be conducted on finalists

Please ensure that you attach all required documents, even if you have applied for other positions at ENMU, as the committee does not have access to those records.

Equal Employment Opportunity /Title IX/IPRA. Eastern New Mexico University does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy, gender identity, and sexual orientation), age, disability, genetic information, veteran status, or any other characteristic protected under federal, state, or local laws. If a reasonable accommodation is needed to participate in the job application or interview process, or to perform essential job functions, please contact the Office of Human Resources at . New Mexico is an open records state; therefore, ENMU complies with the Inspection of Public Records Act, NMSA 1978, Chapter 14, Article 2, from the Office of the New Mexico Attorney General. Any concerns regarding sex discrimination should be addressed to the Title IX Coordinator at , , or Curry Hall Office 127, 1500 S Avenue K, Portales, NM 88130. Requests for inspection of public records should be sent . For any other inquiries, please contact Human Resources at or .

ENMU uses E-Verify to confirm the employment eligibility of all newly hired employees. To learn more about E-Verify, including your rights and responsibilities, please visit

Who can apply

Review the original listing for work authorization, qualifications and employer requirements.