Administrative Assistant

Company: New Mexico Highlands University
Location: Las Vegas
Posted on: May 26, 2023

Job Description:

Position Details
Position Information
Position
Administrative Assistant
Full Time/Part Time
Full Time
Job Type
Regular
Position Summary
The incumbent will serve as Administrative Assistant to the Facundo Valdez School of Social Work and will provide administrative support to SWEEP (Social Work Educational Enhancement Proposal, a grant-funded project, as well as to the Online MSW Program, including Field
Education. This person will report to the SWEEP Assistant Project Director, and will work closely with the SWEEP Activities Director and the Online MSW Coordinator.
Duties and Responsibilities
Provides administrative support to SWEEP and MSW Online Program personnel, such as SWEEP Project Director/Assistant Project Director, SWEEP Activities Director, MSW Online Program Coordinator, Instructional Designer, instructors, and other relevant staff.
Provides administrative support to Field Education in MSW Online Program; maintains and updates field management software and ensures proper access by students
Responsible for creating, tracking, submitting and managing all applicable documentation and relevant forms/paperwork for the SWEEP grant and the Online MSW program including: grant reports, student-related documents, such as add/drop petitions, enrollment forms, stipend documentation, GA requests, graduate transfer forms, change of concentration forms, etc.
Responsible for preparing and submitting contracts for per-course instructors (including faculty stipends for MSW Online Program), course entry forms for course schedule, purchase requisitions/orders, etc. to ensure documents are accurately and promptly completed, routed, and tracked.
Manages and monitors relevant budgets, and prepares budget documents such as BARS, and routes for processing. Tracks costs and expenditures for SWEEP and the Online MSW Program, and provides budget updates to SWEEP Assistant Project Director and other relevant personnel.
Learns and masters the following for the completion of above tasks: Banner, Chrome River, PeopleAdmin, Microsoft Outlook, fillable forms and digital signatures, basic word processing programs in Microsoft Office, and Brightspace.
Collects and enters data, including but not limited to: SWEEP grant, Online MSW Program, and CSWE (Council on Social Work Education) reports.
Assists with planning and coordinating staff/faculty trainings, orientations, meetings, and special events for SWEEP and the Online MSW program; takes minutes at meetings, as requested.
Assists with logging and tracking participation of constituents in SWEEP grant activities.
Assists relevant personnel with coordination of course schedules and faculty teaching assignments for SWEEP and the Online MSW Program.
Works as a team with the Senior Administrative Assistant at the Albuquerque Center, and other support staff in Albuquerque such as student workers, graduate assistants, the Student Support Specialist, the Library Associate, and the Metro Manager.
Provide general administrative support to the Albuquerque Center, as needed.
Works as a team with offices and personnel across the University, as needed, in order to effectively carry out administrative tasks on SWEEP and with the MSW Online Program (such as the Registrar's Office, Business Office, Financial Aid, IT, Admissions, HR, etc.)
Maintains open communication between School of Social Work (SSW) faculty and staff, University Departments, students, off-campus field sites and the general public.
Establishes positive collegial and professional relationships with all students, staff, faculty, and the general public.
Serves as first point of contact for general inquiries for SWEEP and the Online MSW program.
May supervise work-study students.
Composes letters, memos, flyers, PowerPoint presentations, and correspondence, as needed.
Answers phones and responds to emails/communications promptly; arranges appointments using Outlook calendar when appropriate.
Follows timelines and meets deadlines.
Performs other related duties as assigned.
Minimum Job Requirements
High School Diploma or GED; at least 6 months of experience providing administrative support services
Completed degree or certificate from an accredited institution that are above the minimum education requirement may be substituted for experience on a year-for-year basis.
Preferred Qualifications
Associate's Degree in any field.
Experience in higher education.
Experience working with Ellucian Banner
Familiarity with online learning
Special Conditions for Eligibility
Advanced knowledge and skill in using database management, computer systems and software such as Windows (Word, Excel, PowerPoint and Publisher), word processing, on-line databases, spreadsheets, e-mail, and Internet.
Knowledge, Skills, and Abilities
Ability to communicate effectively, both orally and in writing;
Ability to maintain excellent interpersonal relationships;
Ability to provide excellent customer service;
Ability to maintain confidentiality;
Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Strong organizational skills in attending to detail, meeting deadlines and following timelines;
Ability to use independent judgement and work with minimal direction and supervision, at times;
Knowledge of general office practices and procedures;
Knowledge of routing office procedures;
Ability to work well under supervision and receive constructive feedback with a willingness to make needed improvements;
Must be willing to work occasional evenings or weekends, as requested (for special events).
Physical Demands
Repetitive hand motions and prolonged use of computer.
Ability to see within normal parameters.
Ability to hear within normal range.
Must occasionally lift and/or move up to forty (40) pounds.
Sitting for extended periods of time.
Kneel, bend, and stoop.
Working Environment
Work is performed in a typical interior/office work environment.
Work with frequent interruptions.
Work may include set-up for special events or meetings.
Pay Rate
16.77
Work Location/Campus Center
Albuquerque/SW Campus
EEO Statement
New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness.
For disabled access or services call 505-454-3242 or email hr@nmhu.edu
Visit the link below for more information regarding affirmative action and equal opportunity:
Equal Employment Opportunity is THE LAW
Posting Detail Information
Posting Number
AS610P
Open Date
05/25/2022
Close Date
Open Until Filled
Yes
Special Instructions to Applicant
A complete application must include 1) a letter of application, 2) resume 3) unofficial copies of advanced degree transcripts, and 4) names/address/phone numbers of three professional references.
Required application materials should be uploaded to PeopleAdmin.
For more detailed information regarding the position you may contact Valerie Valles-Pedroza at New Mexico Highlands University; e-mail: vevalles@nmhu.edu
For disabled access or services call (505)454-3242 or email hr@nmhu.edu.
NEW MEXICO HIGHLANDS UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER
Quick Link
https://nmhu.peopleadmin.com/postings/7497

Keywords: New Mexico Highlands University, Las Vegas , Administrative Assistant, Administration, Clerical , Las Vegas, Nevada