Administrative Assistant

Company: DONA ANA COMMUNITY COLLEGE NMSU
Location: Las Cruces
Posted on: March 17, 2023

Job Description:

Posting DetailsRequisition Number 2300124SClassification Title Admin Asst,InterPosition Job Title Admin Asst,InterCollege/Division DACC Dona Ana CCDepartment 940675-DACC Arts, Humanities, Soc Sci DivPosition Number 499743Internal or External Search External - Open to all applicantsAppointment Full-time Equivalency 1.00Reports To Position Title CC Division Dean, LgTarget Hourly/Salary Rate 17.14Pay Level 03Pay Base Hourly
Recruitment SummaryDona Ana Community College (DACC) is a comprehensive, learning-centered community college dedicated to a diverse population of learners in support of student success, workforce and economic development and lifelong learning. Established in 1973 at the request of the Gadsden, Hatch and Las Cruces school boards, DACC continues to meet the educational needs of county residents by providing instruction leading to associate degrees and technical certificates as well as community and adult education opportunities. As the second largest community college in the state, DACC offers accessible and affordable higher education opportunities to more than 18,000 students annually with eight learning sites county-wide. As part of New Mexico State University, DACC is accredited by the Higher Learning Commission of the North Central Association of Colleges and Schools.
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Job Duties and ResponsibilitiesServes as the administrative assistant for the Arts, Humanities, and Social Sciences Dean. This position will be responsible for processing hires, the hiring process (EPAFs), and faculty overload processes, and be responsible for the division schedule for hiring and meeting deadlines. The position will be responsible for creating and tracking travel documentation for both requests and reimbursements through the college system. The position will use the Aggie Mart system for purchasing supplies and equipment for the division, and process procurement card transactions for the dean and department chairs.The position will maintain the division SharePoint records, and update the division website as needed. The position will collect and maintain early performance and final grades records from faculty, and also processes grade forms, and when checked for accuracy uploads them to the appropriate college systems, as well as maintaining the records in the file structure in the division G drive.The position will organize meetings, and set-up events. During meetings, the position wills serve as a minute-taker, prepare copies and handouts if necessary, order refreshments (if appropriate), and notify attendees. The position will make room reservations for faculty and staff for classrooms, conference rooms, and event spaces, and input key code information to the facilities services data base as needed.The position will serve as back-up for the Administrative Assistant Associates and supervise student workers hired in the division in collaboration with the Administrative Assistant Associates.
Classification SummaryUnder direct supervision, provides administrative support to an Academic Department Head/Director or equivalent level supporting a department or group of professionals. Compiles and analyzes basic information for inclusion in reports or presentation materials, prepares charts, graphs, or tables. Receives and responds to routine correspondence following established procedures not requiring management review. Requires the ability to exercise independent judgment and employ basic reasoning skills.
Classification Standard DutiesProvides administrative/secretarial support such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries; Schedules and coordinates meetings, events, interviews, and appointments, for supervisors, which may include coordinating travel and lodging arrangements; Leads and trains lower graded staff and/or student employees, as required; Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems; Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings; Prepares or assists with the preparation of scheduled and/or ad hoc statistical and narrative reports; performs basic information gathering and analysis and/or forecasting, as specifically directed; Requisitions supplies, printing, maintenance, and other services; Assists unit management and staff in problem solving, project planning, and development and execution of stated goals and objectives; Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division bookholder and/or paymaster; may manage petty cash disbursements and reconciliations; Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports; Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to routine written inquiries; Performs miscellaneous job-related duties as assigned.
KnowledgeKnowledge of administrative and clerical procedures, Knowledge of supplies, equipment, and/or services ordering and inventory control; Knowledge of general accounting principles.
SkillsRecords maintenance skills; Database management skills; Word processing and/or data entry skills; Organizing and coordinating skills; Receptionist skills.
Abilities
Ability to gather data, compile information, and prepare reports; Ability to communicate effectively, both orally and in writing; Ability to gather and analyze statistical data and generate reports; Ability to maintain calendars and schedule appointments; Ability to analyze and solve problems; Ability to lead and train staff and/or students; Ability to make administrative/procedural decisions and judgments; Ability to create, compose, and edit written materials; Ability to record and transcribe meeting minutes.
Required EducationHigh School diploma or GED certificate.
Required ExperienceThree (3) 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.
Preferred QualificationsProficiency in Microsoft Word, Excel, PowerPoint, and OutlookExperience in using the NMSU Banner SystemsExperience in using Microsoft SharePoint and TeamsExperience in managing special projects and supervisory dutiesExperience with electronic hiring systems/Online human resources systemsRequired Certification/LicenseSpecial RequirementsOther Departmental RequirementsStandard Work Schedule Standard (M-F, 8-5)recblid en47blotl1ext93cdgv1ktt5d7hm44

Keywords: DONA ANA COMMUNITY COLLEGE NMSU, Las Cruces , Administrative Assistant, Administration, Clerical , Las Cruces, New Mexico