Job title: Admin Asst, Special/Executive
Company: New Mexico State University
Job description: Dona 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 Responsibilities
Provides executive level administrative support to the president of a large community college for routine and non-routine matters. Assists with highly confidential materials (correspondence, meetings, policies, etc.) regarding various legal and/or personnel matters, as well as applications for promotion and/or tenure. Coordinates regular college-wide monthly meetings and the DACC Advisory Board meetings. Works with/trains other college administrative assistants to ensure effective & efficient operations. Coordinates ad hoc projects/meetings out of the president’s office. Coordinates president’s travel arrangements. Must be able to manage multiple priorities in a fast-paced office setting.
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.
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.
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.
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.
Bachelor’s degree in a related field.
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.
Experience with NMSU/DACC systems & software (AggieMart, NMSU Analytics, Banner (finance, student, HR), Microsoft Office 365 suite). Strong written and verbal communication skills.
Other Departmental Requirements
Standard Work Schedule Standard (M-F, 8-5)
If not a Standard Work Schedule, please describe
Physical Work Location State NM-New Mexico
Physical Work Location County, if in New Mexico DA-Dona Ana
Work Site DACC East Mesa Campus
Contingent Upon Funding Not Applicable
Bargaining Unit Eligible Posting Announcement Statement This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).
Tenure Track No
Posting Date 06/15/2022
Closing Date 07/12/2022
Location: New Mexico
Job date: Sun, 03 Jul 2022 05:59:12 GMT
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