What are the responsibilities and job description for the Admin Asst,Special/Executive position at New Mexico State University?
Position Title: Admin Asst,Special/Executive
Employee Classification: Admin Asst,Special/Executive
College/Division: Agricultural,Consumer & Env Sci Col
Department: 300001-AGRICULTURAL,CONSUMER & ENV SCI COL
Internal or External Search: External - Open to all applicants
Location: Las Cruces
Offsite Location (if applicable):
Target Hourly/Salary Rate: Commensurate on experience
Appointment Full-time Equivalency: 1.0
Exempt or Non-Exempt: Exempt
Summary: Seeking an Admin Asst, Special/Executive to provide administrative support to the Dean of the college of Agricultural, Consumer & Environmental Sciences.
Classification Summary:
Under general supervision, coordinates, oversees, and/or performs a wide variety of administrative support activities for an academic dean/VP/CC President or an executive (generally reporting directly to the President) in charge of a specialized central function of the university or community college. Provides and coordinates staff and office support. Coordinates special events. May serve on a variety of committees in a support capacity.
Classification Standard Duties:
Provides staff and office support, to include screening and handling telephone communications, greeting and directing visitors, and dealing with administrative problems and inquiries, as appropriate; serves as a primary point of contact and liaison between the office, students, and external constituencies on a range of day-to-day issues. Organizes and facilitates meetings and special events; schedules and coordinates dates and times, venues, attendance, agendas, and facilities; takes minutes, and provides administrative support and follow up on matters arising from meetings. Composes and prepares highly confidential written documentation and correspondence, which may be legal in nature, for the office; screens and evaluates incoming and outgoing correspondence and prepares responses as appropriate. Schedules and coordinates appointments and/or travel arrangements, and coordinates and oversees daily office activities. Gathers, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office. Leads and guides the work of lower graded staff and/or student employees, as appropriate; may participate in training and evaluative sessions. Coordinates and oversees the day-to-day management of supplies, equipment, and facilities for the organization, as appropriate, to include maintenance, inventory management, logistics, security, and related activities. Enhances professional growth and development through participation in educational programs, current literature, in-service meetings, and workshops. Performs miscellaneous job-related duties as assigned.
Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Four (4) years of experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services.; Required Certification/License:
Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge of supplies, equipment, and/or services ordering and inventory control. Knowledge of planning and scheduling techniques. Knowledge of academic administrative principles and procedures. Knowledge of current and emerging trends in technologies, techniques, issues, and approaches in area of expertise. Knowledge of office management principles and procedures.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Records maintenance skills. Database management skills. Skill in organizing resources and establishing priorities. Word processing and/or data entry skills.; ABILITIES:Ability to lead and train staff and/or students. Ability to create, compose, and edit written materials. Ability to coordinate and organize meetings and/or special events.
**If using a transcript to qualify as education/experience, please attach it to the application
Provides administrative support to the Dean.
- Responsibilities are to maintain calendars and schedules and coordinate meetings with internal and external participants.
- Coordinates all aspects of travel (travel arrangements, airfare, lodging, international travel forms, ensures international data plan is in place, and completes Dean's Travel & non-travel reimbursements.
- Process interdepartmental mail & external mail for the Dean, including documents needing the Dean's signature and forwarding or delivering to appropriate persons/departments. Handling confidential information.
- Maintain ACES mailman database for staff, non-tenure, tenure and tenure track employees.
- Provide support efforts for the Dean’s Chief of Staff and support staff to include three Associate Deans, two Program Specialists, ACES Global Initiatives, and works closely with Academics, AES and CES support staff.
- Support includes processing reimbursements (NMSU & foundation vouchers), Purchase Order(s), clerical support & ordering supplies, ordering database & creating action templates, invitation and inserts for events
- Preserves confidential documents in accordance with NMSU policy & state records retention requirements.
- Responsible person to plan, coordinate, and execute the following ACES College events: Recognition of Service Awards, Awards Days, Homecoming Recognition Breakfast.
- Support various events within ACES College; schedule conference rooms for Gerald Thomas and Skeen Hall, use of ACES office vehicles and equipment.
- Liaison for students, faculty and staff, facilities and service personnel, alumni, and the public. Direct visitors to the appropriate departments/staff or provide information.
- Answer incoming calls to the Deans Administrative office and assist AES and CES.
- Works with ACES Asst Manager of Facilities
- Assists Program Specialist with Professorships and Awards
- Oversee the student employee's work assignments.
- Performs critical/confidential projects throughout the year for the Dean and Dean’s Chief of Staff.
- Projects include information gathering, dissemination of information, data processing, and reporting.
- Projects may include but are not limited to issues dealing with other land grant universities, legislative and stakeholder.
Preferred Qualifications
Special Requirements of the Position
Department Contact: Yesenia Palma, (575) 646-5848, ypalma@nmsu.edu
Contingent Upon Funding: Not Applicable
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.
