Administrative Assistant
Requisition Number 2100770S
Classification Title Admin Asst,Inter
Position Job Title Admin Asst,Inter
College/Division ALCC Alamogordo CC
Department 920070-ALCC Reg Academic Instruction
Position Number 299905
Internal or External Search External - Open to all applicants
Appointment Full-time Equivalency 1.00
Reports To Position Title Director of Online Quality Assurance
Target Hourly/Salary Rate 13.44
Pay Level 05
Pay Base Hourly
Recruitment Summary
New Mexico State University at Alamogordo (NMSU-A) is a comprehensive community college located in the foothills, at the base of the Sacramento Mountains. This vantage point overlooks the city of Alamogordo and the Tularosa Basin. The service area of the school includes Holloman Air Force Base (HAFB), White Sands Missile Range, and stretches beyond the view to include the Mescalero Apache Reservation and approximately twenty villages and towns. Much of the south-central New Mexico region benefits from the convenient location of the campus. NMSU-A is a two-year community college campus accredited by the Higher Learning Commission of Colleges and Schools, and is dedicated to the concept of high-quality, cost-effective education that meets the needs of the community and diverse student population.
Job Duties and Responsibilities
The duties will include transcribing and captioning videos/audios for all online courses, maintaining databases, manipulating project management software, invoicing, applying Universal Design for Learning (UDL) guidelines to online courses, and numerous general administrative assistant duties. General administrative assistant duties including reception duties, maintaining budget documents, working with databases, taking minutes, making travel arrangements, maintaining calendars, typing documents, ordering office supplies, etc.
Classification Summary
Under 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 Duties
Provides 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.
Knowledge
Knowledge of administrative and clerical procedures, Knowledge of supplies, equipment, and/or services ordering and inventory control; Knowledge of general accounting principles.
Skills
Records 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 Education
High School diploma or GED certificate.
Required Experience
Three (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 Qualifications
Proficiency in Word, Excel, and Access; experience using a project management software (Trello, Teams, etc.); Transcription experience.
Required Certification/License
Special Requirements
Other Departmental Requirements
The position requires working on the Alamogordo campus.
Standard Work Schedule Standard (M-F, 8-5)
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