What are the responsibilities and job description for the Admin Asst,General position at New Mexico State University?
Position Title: Admin Asst,General
Employee Classification: Admin Asst,General
College/Division: ALCC Alamogordo CC
Department: 920070-ALCC REG ACADEMIC INSTRUCTION
Internal or External Search: External - Open to all applicants
Location: Alamogordo Community College
Offsite Location (if applicable):
Target Hourly/Salary Rate: 15
Appointment Full-time Equivalency: 1.0
Exempt or Non-Exempt: Non-Exempt
Summary: NMSU-Alamogordo is seeking a full-time, term appointment Administrative Assistant for the Nursing department.
Classification Summary:
Prepare and distribute mail. Answer the telephone, take messages and transfer calls. Provide reliable information to external and internal vendors. Greet the public and direct visitors. Receive, respond to and problem-solve request. Establish and maintain files. Purchase supplies and monitor inventory. Pull documents and/or make copies upon request. Assist support in other areas when needed.
Classification Standard Duties:
Answers telephone and greets visitors giving general information in response to inquiries. Delivers oral and written messages to unit members. Sorts and distributes incoming mail. Files correspondence, memoranda, reports and other materials alphabetically, numerically or by other prescribed method. Maintains routine clerical records, logs and data and compiles routine reports. Operates office equipment such as copiers, calculators, personal computers, typewriters or other equipment found in work unit. Types routine letters, labels, reports and similar items from rough draft or clear copy. Completes or enters data to departmental forms, making routine calculations and checking information for accuracy. Processes documents or forms according to instructions. Delivers items to other offices or locations.
Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:No previous work experience required.; Equivalency:None; Required Certification/License:
Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of administrative and clerical procedures. Knowledge of office telephone etiquette.; SKILLS:Skill in reading, spelling and simple arithmetic. Skill in basic filing and recordkeeping. Skill in the operation of a variety of office machines including, personal computers, telephones and copiers.; ABILITIES:Ability to effectively communicate.
- Maintain and stock the copy room.
- Work with faculty as assigned by the Director of Nursing.
- Contact vendors with work orders and assist with budgeting as directed by the Director of Nursing.
- Replace batteries in clocks and adjust the time as needed.
- Perform filing and copying tasks.
- Keep track of student and faculty immunization records.
- Pick up and distribute mail.
- Write and distribute letters.
- Answer phone calls.
- Type meeting minutes.
- Conduct student background checks.
- Assemble student notebooks and packets.
- Inventory files and supplies.
- Create purchase orders for equipment and supplies and maintain accurate expenditure records.
- Assist with outreach activities.
- Obtain syllabi from faculty for posting to the K-drive each semester.
- Compile Faculty Course Evaluations for each course.
- Provide student advising as needed and offer academic information to students.
- Order and maintain supplies.
- Handle laundry pick-up and delivery.
- Communicate with the Director of Nursing and faculty about missing clinical clearance items for each class.
Preferred Qualifications
Proficiency in Excel, publisher software, CANVAS, problem solving, and verbal/written communication.
Special Requirements of the Position
Department Contact: Dr. Theresa Ross, 575-439-3876, tross71@nmsu.edu
Contingent Upon Funding: Contingent upon funding
Bargaining Unit Eligibility: This is NOT 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.
