Administrative Assistant
Company: DONA ANA COMMUNITY COLLEGE NMSU
Location: Las Cruces
Posted on: March 17, 2023
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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.
We invite you to take the first step to a successful and rewarding
career athttps://talent.nmsu.edu/
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
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Keywords: DONA ANA COMMUNITY COLLEGE NMSU, Las Cruces , Administrative Assistant, Administration, Clerical , Las Cruces, New Mexico
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